Receptionist II

Planet Pharma; Mountain View (CA); On-site; USD 22,000 - 30,000; Full time

Job summary

Planet Pharma in Mountain View, CA is seeking a hands-on Administrative Assistant to support daily office operations, handle emails and calls, coordinate calendars, and assist senior staff.

You will manage office supplies, vendor communications, and help maintain a compliant, safe workplace. Prior admin experience and MS Office proficiency are essential; a related degree is preferred.

Qualifications

• Excellent communication, both verbal and written.
• Strong organization and multitasking skills.
• Proficiency with MS Office (Excel, Word, PowerPoint).
• Experience in administrative or office settings required.
• Attention to detail and problem-solving ability.

Responsibilities

• Administrative Support: Manage emails, phone calls, mail, data entry, filing, and prepare documents/memos.
• Office Operations: Maintain cleanliness, organize common areas, operate office machines (copiers, scanners), and shipping/receiving.
• Supply & Equipment Management: Monitor inventory, order supplies, arrange equipment repairs.
• Scheduling & Events: Book rooms, schedule meetings, coordinate company events, manage master calendars.
• Communication Hub: Greet visitors, direct calls, disseminate company announcements, support inter-departmental communication.
• Staff Support; handle general requests, support senior leaders.
• Vendor Relations: Communicate with vendors, service providers, and building management.
• Building Safety: Support a compliant and hazard free workplace: facility inspections, hazardous waste shipment, emergency response planning and supporting drills.
• Security: Help manage physical access control systems (keys/badges), building surveillance, and investigate security incidents

Skills

Communication

Organization

Multitasking

Detail-oriented

Problem-solving

MS Office

Education

High school diploma or equivalent

Degree in Business Administration or related field

Office management certification (optional)

Tools

MS Office Suite

Job description

Pay 19/hr
*depending on experience

Key Responsibilities:

• Administrative Support: Manage emails, phone calls, mail, data entry, filing, and prepare documents/memos.
• Office Operations: Maintain cleanliness, organize common areas, operate office machines (copiers, scanners), and shipping/receiving.
• Supply & Equipment Management: Monitor inventory, order supplies, arrange equipment repairs.
• Scheduling & Events: Book rooms, schedule meetings, coordinate company events, manage master calendars.
• Communication Hub: Greet visitors, direct calls, disseminate company announcements, support inter-departmental communication.
• Staff Support; handle general requests, support senior leaders.
• Vendor Relations: Communicate with vendors, service providers, and building management.
• Building Safety: Support a compliant and hazard free workplace: facility inspections, hazardous waste shipment, emergency response planning and supporting drills.
• Security: Help manage physical access control systems (keys/badges), building surveillance, and investigate security incidents

Essential Skills & Qualifications:

Skills: Excellent communication (verbal & written), organization, multitasking, detail-oriented, problem-solving, proficiency with office software.

Experience: Prior administrative or office setting experience is crucial

Proficiency in MS Office (Excel, Word, PowerPoint).

Excellent organizational and time management skills.

Strong written and verbal communication skills.

Attention to detail and problem-solving skills.

Ability to multitask and prioritize work.

Interpersonal skills to interact effectively with all levels of staff and external contacts.

Education, Experience, and Licensing Requirements

High school diploma or equivalent; a degree in Business Administration, Human Resources, or a related field.

Certification in office management or administration.

Any of the following certifications: Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS), Project Management Professional (PMP), Six Sigma Certification