Front Desk Specialist Temp

Avista is seeking a temporary (4-6 months) service-focused, professional, and friendly Front Desk Specialist for our corporate headquarters. In this role you will be the first line of communication for customers, visitors, and vendors.

Essential Duties and Responsibilities:

· Answer incoming calls and transfer them to the appropriate person

· Take messages and distribute them to the appropriate person or team

· Greet guests in a professional and courteous manner

· Maintain inventory of office supplies and order as needed

· Ensure that meeting areas are clean and presentable

· Ensure that conference room refrigerator and the upstairs mini-kitchen are well stocked

· Help keep the kitchen/break areas clean by emptying dishwasher, restocking snacks and coffee as needed, etc.

· Collect and distribute daily mail

Assist the following Departments as needed:

Accounts Receivable:

· Create and maintain invoice files for Avista customers

· Ensure filing is timely and correct / Organize and archive files annually

· Distribute invoices to customers via e-mail or mail based on stated preference

· Maintain accurate tax certificate files for customers

· Enter check information into Check Register and submit to CFO

Accounts Payable:

· Create and maintain invoice files for Avista vendors

· Input A/P invoices into QuickBooks (QB)

Order Processing:

· Process “CA Origin” orders and/or “GA origin” orders as necessary

· Issue workorder numbers from FileMaker and process workorder invoices in QB

· Provide Certificates of Analyses upon request

Shipping and Receiving:

· Obtain freight quotes and distribute the information to the requesting customer

· Contact freight carriers to schedule pick-ups

· Create shipping labels and mail outbound materials for different departments as needed

· Confirm freight costs for Avista invoicing purposes

· Track shipments and distribute the information to the requesting customer

· Maintain Ship Status Board (SSB) of all orders released and advise Customer Service/AR of any delays and damaged shipments.

Marketing:

· Assist in ordering marketing collateral as requested

· Assist in maintaining and organizing marketing assets

· Assist with database management as requested

Qualifications:

· Minimum high school diploma or equivalent

· 1-2+ years receptionist or customer service experience

· Experience managing multiple telephone lines simultaneously in professional manner

· Exposure to Intuit QuickBooks (QB), Microsoft Word and Excel preferred

· Fluency in Spanish desirable

Physical Demands

The physical demands here are representative of those 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 stand; use hands to hold objects, writing instruments, the telephone, or files; talk, see and hear. The employee is frequently required to reach with hands and arms. The employee is required to stand and walk.

The employee must occasionally lift heavy items. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

Phone and Language Skills

Able to provide professional and courteous service via phone and email communications. Able to manage multiple telephone lines simultaneously.

Job Types: Full-time, Temporary

Pay: $21.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Do you live within 30 miles of San Marcos, CA

Experience:

• Customer service: 2 years (Required)

Ability to Relocate:

• San Marcos, CA 92069: Relocate before starting work (Required)

Work Location: In person