Executive Receptionist

Summary   

Operate multi-line telephone system to answer incoming calls and direct callers to appropriate personnel. Welcome employees, visitors and guests to the company’s corporate office and assist in the daily maintenance and operation of the office by performing the following duties.

Company Mission 

Clean Energy is changing the way the world fuels its vehicles. Reducing pollution from the transportation industry is an important goal for our nation, and we at Clean Energy know just how realistic and attainable that goal is with renewable natural gas fuel.

Our company is an essential business and we are hiring at our home office is located on a beautiful campus in Newport Beach, California. 

Benefits Offered - 401K, Medical, Dental, Vision, Life, AD&D, Pet Insurance, and more.

We offer a competitive compensation package with a base of $19.50 -$24.00 per hour depending on experience. 

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Retrieve messages from voice mail and forward to appropriate personnel.

Answer incoming telephone calls; determine purpose of callers, and forward calls to appropriate personnel or department.

Take and deliver messages or transfer calls to voice mail when appropriate personnel are unavailable.

Answer questions about organization and provide callers with address, directions, and other information.

Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel.

Update appointment calendars, maintain conference room occupancy log.

Receive, sort, and route mail, and maintain and route publications.

Prepare and mail Accounts Payable and utility checks.

Scan ACH and Wire back up to network drive for audits.

File invoices with payment support in cabinets.

Pull documents for special projects.

Maintain fax machines, assist users, send faxes, and retrieve and route incoming faxes.

Order, receive, and maintain office and kitchen supplies.

Create and print fax cover sheets, memos, correspondence, reports, and other documents when necessary.

Perform other clerical duties as needed, such as filing, photocopying, and collating.

Responsible for ordering and organizing "Friday Office Lunches" and other employee events when requested by Director of HR, Grants and Risk Management.

Other duties as assigned. 

Supervisory Responsibilities                   

This position has no supervisory responsibilities.

Qualifications 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience            

High School Diploma or equivalent, 5+ years of related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills             

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability                   

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills       

To perform this job successfully, an individual must have knowledge of Microsoft Office applications.

Certificates, Licenses, Registrations 

None Required.

Competencies

To perform the job successfully, an individual should demonstrate the following behaviors:

Quality:  Consistently produces high quality work (accurate, neat, and thorough). Strives to improve productivity, processes and quality. Demonstrates strong knowledge and skills related to the job. Presents a professional image with dress, demeanor, and manners. Maintains clean work space, company equipment and company vehicles. Safety is a high priority; performs job safely.

Communication: Communicates clearly, concisely, effectively, professionally and timely.  

Exhibits good listening and comprehension skills. Keeps others appropriately informed and shares ideas even when unpopular.  Listens to what others have to say.  Maintains open and active communication with colleagues. Effectively uses knowledge and experience in asking, probing, and anticipating issues to ensure quality is provided.

Teamwork:  Fosters the spirit of working with each other.  Displays respect, courtesy, politeness, tact, and openness. Handles conflict in an appropriate and professional manner. Builds relationships, promotes cohesiveness, models collaboration with others.  Considers impact and issues for our customer and other departments.  Engages other impacted departments early for solutions.

Persistence:  Develops workable alternatives and solutions. Exhibits persistence in following assignments through to completion. Promotes process improvements.

Reliable:  Responds in a timely manner.  Is honest, ethical, value-driven and trustworthy. Keeps commitments made, completes assignments and meets deadlines. Accountable--Takes responsibility for own actions and performance. Meets attendance and punctuality guidelines. Available and accessible.

Entrepreneurial:  Takes initiative and appropriate action.  Is engaged and committed to achieving the company’s mission. Pursues better ways to get things done and takes appropriate risks. Keeps up to date with competitor information and market trends. Controls costs and thinks in terms of profit, loss and added value. Is committed to the satisfaction of customers.

Leadership:  Provides clear direction around a vision.  Creates actionable plans and is proactive & anticipatory.  Demonstrates innovative approaches and solutions.  Is an example for employees and others.  Accepts responsibility for individual and team performance.  Makes appropriate and timely decisions and takes action on decisions.   Sets clear and reasonable performance expectations. Motivates and empowers others.  Delegates tasks appropriately.  Recruits staff of a high caliber.  Provides feedback to subordinates that is timely and direct.  Recognizes subordinates for their contributions and effort. Encourages continuous growth and learning in others.  Shows respect for others and their ideas.  Helps others manage through change.

Passion:  Is excited and creates enthusiasm about the company’s future.  Promotes a sense of company pride.  Displays sense of pride in the department and its contributions.  Displays passion for the job.

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear.  The employee is frequently required to walk and sit.  The employee is occasionally required to stand.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Always practice good judgment and refer to the safety guidelines.

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Always practice good judgment and refer to the safety guidelines.

The noise level in the work environment is usually moderate.