Support

Front Desk Receptionist

JOB SUMMARY
The Front Desk Receptionist is responsible for making a great first impression for all visitors and employees entering the building, acting as the building ambassador. This requires a person who is positive, vibrant, professionally dressed, well informed and a great communicator. A punctual, reliable and detail orientated person is critical for this position.

ESSENTIAL DUTIES & RESPONSIBILITIES
• Answer multi-line telephone system, screen, and route calls to appropriate people
• Take and relay messages via email
• Answer inquiries about organization
• Greet visitors in a professional manner
• Follow guidelines to monitor visitor access and maintain security awareness
• Ensure security at the front desk by unlocking front door for visitors, checking employee badges, and distributing and collecting visitor badges
• Distribute all incoming mail and faxes
• Routine maintenance and upkeep of mailroom is expected
• Receive and sort mail and deliveries
• Keep accurate inventory of postage funds and supplies on hand
• Coordinate lunch delivery orders and payment for Fac/Ops Department
• Coordinate meetings and organize catering/lunch delivery for LJI and KKC employees
• Provide miscellaneous clerical assistance as directed such as scanning, data entry and generating departmental purchase orders
• Assist Operations Department with special projects and daily tasks as requested (e.g. cost analyses, spreadsheets, forms, inventory, ordering and vendor communication)
• Manages all employee and visitor parking lots and solves daily issues
• Responsible for issuing, collecting, and monitoring online reservation system for UCSD parking permits and Sanford parking permits
• Report to Operations regarding Atrium, 1st floor conference rooms, copy room, lunchroom, and all other main 1st floor needs as requested
• Responsible for communicating with vendors and Operations of required service
• Cross-train in various daily operational duties to act as backup to Operations Coordinator and Fac/Ops Coordinator as needed
• Maintain, track, and check that all vendor Certificate of Liability Insurance, Contractor and Vendor Safety Manual, and other documents as requested are current on file
• Control inventory relevant to reception area (visitor badges, badging supplies and security supplies, copy room supplies, front desk supplies, etc.)
• Act as main point of contact with first shift security guard and updates the guard with critical information and pass-down information
• Keep all receptionist files up to date within the server
• Assist renewal of parking permits each year as requested
• Perform requested tasks by Facilities Department such as vendor coordination, signage, forms and organization
• Must demonstrate willingness to learn new processes and procedures
• All other job duties as assigned

LEVELING REQUIREMENTS
• Must have at least 2 years of related experience and/or training
• High school diploma or equivalent
• Outgoing, mature individual with ability to perform multiple tasks
• Excellent verbal and written communication skills
• Experience working in a multi-cultural environment
• Superb customer service skills
• Midlevel computer experience required, including ability to create spreadsheets
• Accurate typing- minimum speed of 45 wpm
• Must possess a high level of integrity and understand the importance of confidentiality
• M-F, 8am-5pm schedule is a must

HOW TO APPLY
Interested applicants should submit their resume to be considered. Please apply HERE

ABOUT LJI
In 2016, LJI was ranked as one of the best places to work in San Diego by the San Diego Business Journal. The Institute hosts 24 world-renowned faculty and over 70 postdoctoral researchers hailing from 21 different countries. LJI is located in the Science Research Park on the campus of UC San Diego, with easy access to the San Diego life sciences community and all that the area has to offer.

Full-time employment at LJI includes a competitive salary, medical/dental/vision benefits, paid vacation/sick leave, and contributions to a retirement plan (403B).

LJI provides Equal Employment Opportunity (EEO) to all employees and applicants regardless of race, national origin, religion, sex, marital status, age, mental or physical disability, medical condition, veteran status, sexual orientation, or pregnancy. This applies to all personnel practices, including recruitment, hiring, training, promotion, compensation, benefits, transfers, educational assistance, and social and recreational programs.