Front Desk Coordinator

Description:

O’Neill Vintners & Distillers is a proud member of the B Corp Certified community and one of the fastest-growing wineries in California. With operations in Larkspur, Parlier/Reedley, and Paso Robles, CA, we were founded with a simple idea from our founder, Jeff O’Neill: that great wines should be enjoyed by all. We believe those wines must be of exceptional quality centered around our core belief that doing the right thing for our employees, consumers, partners, and the planet is key to a sustainable future. Our award-winning portfolio of brands delivers on our core values, meeting consumers where they are. These brands include Line 39, Harken Chardonnay, Rabble Wines, Charles Woodson’s Intercept, FitVine Wine, Robert Hall Winery, Allegro Cellars, BrandyLab, and Javelin Vodka.

ROLE SUMMARY:

We seek a highly organized and personable Front Desk Coordinator to join our team. As the first point of contact for visitors and employees, the ideal candidate will manage various Front Desk activities, including mail handling, breakroom maintenance, and food orders. The Front Desk Coordinator plays a crucial role in creating a welcoming and efficient office environment.

DUTIES AND RESPONSIBILITIES:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Front Desk Management:
• Greet visitors and provide a warm and professional first impression.
• Answer and direct incoming calls to the appropriate personnel / clear messages each morning.
• Maintain a clean and organized Front Desk area.
• Answers and helps employees with accessing the self-service portal in Paylocity.
• Visitor Coordination:
• Assist in scheduling appointments and managing meeting rooms.
• Notify employees of visitor arrivals and guide them to the appropriate location.
• Administrative Support:
• Provide administrative assistance, including data entry, filing, photocopying, faxing, and document preparation.
• Orders and maintains office supplies.
• Handles company credit card usage and reconciliation of receipts
• Assist in coordinating meetings and visits for internal and external parties.
• Demonstrate a high level of professionalism in dealing with confidential issues and sensitive information.
• Assists HR Generalist with planning and coordinating all events
• Purchases items for job fairs, events, and new hires and keeps these items organized in storage
• Various projects as assigned.
• Mail Handling:
• Receive, sort, and distribute incoming mail and packages.
• Ensure timely and accurate delivery of mail to the appropriate recipients.
• Manage outgoing mail, including postage and courier services.
• Breakroom Maintenance:
• Oversee the cleanliness and organization of the breakroom.
• Stock and replenish breakroom supplies, such as snacks, beverages, and utensils.
• Coordinate with janitorial staff for regular cleaning and maintenance.
• Food Orders:
• Coordinate catering orders for meetings and events.
• Collaborate with team members to gather preferences and dietary restrictions.
• Manage relationships with food vendors to ensure timely and accurate deliveries.
• It may include driving to pick up lunches from local restaurants up to 15 minutes away.

Requirements:

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 ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Minimum Qualifications:

• High school diploma or equivalent.
• Proven experience in a Front Desk or administrative role.
• Proficient in Microsoft Office Suite.

Preferred Qualifications:

• Bachelor’s degree.
• Excellent communication and interpersonal skills.
• Strong organizational abilities and attention to detail.
• Advanced skills in Microsoft Office Suite (Word, Excel, Outlook) such as pivot tables, mail merges, V-lookup, etc.
• Ability to multitask and handle a fast-paced environment.
• Customer service-oriented mindset.
• Keystrokes a minimum of 45 wpm.
• Bilingual, a plus

CULTURAL BEHAVIORS:

O’Neill team members are Forward Thinkers. Hard Working without Drama. Friendly Problem Solvers who work as One Team to Always Deliver.

PHYSICAL/MENTAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to do the following:

• Sit for prolonged periods.
• Perform some repetitive motion activities.
• Coordinate multiple tasks simultaneously.

WORK ENVIRONMENT:

• Work is normally performed in an office environment.
• Work must be performed on-site in our office. (No option for remote work).
• Standard office hours.

O’Neill Vintners & Distillers is an equal opportunity employer. All aspects of employment, including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate based on race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.