Receptionist II

Planet Pharma; San Francisco (CA); On-site; USD 22,000 - 31,000; Full time

Job summary

Planet Pharma in San Francisco, CA is seeking an Administrative Support specialist to handle emails, calls, data entry, and document preparation. You will also maintain office operations, manage supplies and equipment, and coordinate meetings and events.

The role requires excellent communication, strong organizational skills, and proficiency in MS Office. Experience in an office setting and a high school diploma are essential.

Qualifications

• High school diploma or equivalent.
• Degree in Business Administration, Human Resources, or related field.
• Certification in office management or administration.
• Proficiency with MS Office (Excel, Word, PowerPoint).
• Strong communication and organizational skills.

Responsibilities

• Administrative support: manage emails, calls, mail, data entry, filing, and document prep.
• Office operations: maintain cleanliness, organize common areas, operate copiers/scanners, shipping/receiving.
• Supply & equipment: monitor inventory, order supplies, arrange equipment repairs.
• Scheduling & events: book rooms, schedule meetings, coordinate company events, manage calendars.
• Communication hub: greet visitors, direct calls, disseminate announcements, support inter-department communication.
• Staff support: handle general requests, support senior leaders.
• Vendor relations: communicate with vendors, service providers, building management.
• Building safety: assist facility inspections, hazardous waste shipments, drills and emergency planning.
• Security: assist with access control, building surveillance, and incident investigations.

Skills

Communication

Organization

Multitasking

Detail-oriented

Problem-solving

MS Office

Education

High school diploma or equivalent

BA/HR or related field degree

Office management certification

CAP / MOS / PMP / Six Sigma certifications

Tools

MS Office Suite (Excel, Word, PowerPoint)

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