Administrative Assistant at the Front Desk

Administrative Assistant at the Front Desk Goleta, CA Job Details Full-time $20 - $22 an hour 6 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Qualifications Record keeping Accounts receivable Microsoft Excel Maintaining an organized workspace Microsoft Outlook Guest relations Sales transaction processing Phone communication Greeting customers English Research Windows Credit card payment processing Administrative experience Client invoicing Salesforce Cloud Driver's License Driving Receiving shipments Data entry Order placement Infor Document archiving Stocking Clerical experience CRM system proficiency Clean workspace maintenance Communication skills Entry level Client interaction via phone calls Marketing collateral creation Full Job Description Administrative Assistant - Front Desk Summary The Administrative Assistant at the Front Desk provides front-office reception, sales and marketing administrative support, and general office assistance to ensure smooth day-to-day operations. This role serves as a primary point of contact for visitors and callers, supports order processing and CRM data entry, assists with customer service inquiries, and helps maintain an organized, professional office environment. Essential Duties and Responsibilities Reception & Customer Service Greet visitors and employees and provide friendly, professional in-person assistance. Answer the main company phone, provide basic customer service, research order status and shipping dates, and route calls to the appropriate department or staff member. Sort, monitor, and route inbound phone calls and emails for Sales, Marketing, and Customer Support. Receive, sort, and distribute inbound postal mail and deliveries. Sales & Order Support Enter sales orders and web orders accurately and efficiently. Process credit card orders and send invoices as needed. Contact customers to clarify order details or resolve discrepancies. File, copy, and archive completed and paid orders in accordance with company procedures. Provide general accounts receivable and administrative support. Marketing & CRM Support Enter marketing and sales leads into the CRM system from multiple sources. Research and complete missing contact information for leads; ensure CRM data accuracy. Confirm receipt of leads by internal sales team members and external resellers, and forward leads as needed. Organize and prepare marketing materials for events and mailings (e.g., holiday cards). Conduct online research and data entry as directed. Office & Administrative Support Maintain a clean, organized, and professional front office and reception area. Order, restock, and organize office and kitchen supplies. Assist with department lunches and internal mail and supply deliveries. Perform general filing, copying, and recordkeeping tasks. Support additional administrative and marketing duties as assigned. Qualifications Required Ability to work onsite Monday-Friday, 8:00 a.m.-5:00 p.m. Experience performing reception/front-desk duties, including greeting visitors, answering phones, routing calls, and providing phone-based customer service. Experience with administrative tasks such as data entry, filing, invoicing, and order processing. Strong attention to detail and ability to proactively research and gather accurate information. Proficiency with general office equipment (computer, phone system, copier, printer, postage machine). Proficiency with Windows-based systems and Microsoft Office (Word, Outlook, Excel), web browsers, and databases. Preferred Experience using a Customer Relationship Management (CRM) system (e.g., Infor, Salesforce, Microsoft Dynamics). Additional Requirements Excellent written and verbal English communication skills. Friendly, outgoing demeanor with a positive, "can-do" attitude. Ability to lift and carry up to 25 pounds (e.g., catalogs, manuals, marketing materials). Ability to walk stairs to deliver mail, supplies, and materials throughout the building. Valid driver's license, clean driving record, and successful completion of a background check. Authorization to work in the United States.

Pay:

$20.00 - $22.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Location:

Goleta, CA 93117 (Preferred)

Work Location:

In person