Receptionist / HR Operations Assistant

Job Id: 263914

Job Title: Receptionist / HR Operations Assistant

Location: San Diego CA 92121

Employment Type: Temporary

Position Overview

The Administrative – HR Operations Assistant / Receptionist serves as the first point of contact for the San Diego location delivering professional and welcoming front-desk support while managing administrative mailroom badge and clerical functions. This role provides cross-functional support to Human Resources Accounts Payable/Receivable Safety Facilities and other departments ensuring a safe organized and hospitable workplace environment.

Key Responsibilities

Front Desk & Visitor Services

• Greet receive and direct visitors applicants vendors customers and employees to appropriate contacts
• Operate and respond to calls on the main switchboard
• Maintain a professional and courteous presence while ensuring facility safety and security

Mail Shipping & Distribution

• Process incoming and outgoing mail and coordinate daily delivery
• Create shipping labels and prepare packages primarily for the Human Resources team
• Scan and distribute employment-related mail to appropriate internal teams
• Route out-of-state employment mail to designated HR contacts

Administrative & Human Resources Support

• Provide clerical and administrative support to Human Resources and other departments as needed
• Assist with HR onboarding talent acquisition activities and coordination of large meetings or events
• Distribute and coordinate posting of on-site communications and event flyers across buildings

Safety Events & Catering Support

• Assist the Safety Department with building evacuation rosters as requested
• Support internal and external catering services for meetings and events

Accounts Receivable (AR) Support

• Receive checks via mail or in person
• Log checks into tracking spreadsheets and scan with deposit documentation
• Route scanned checks to the appropriate team and notify stakeholders
• Prepare deposits once check thresholds are met (approximately multiple times per week)
• Scan and route specialized payments to appropriate internal teams

Accounts Payable (AP) Support

• Receive AP checks and scan/email copies to Accounts Payable
• Distribute checks to listed departments upon confirmation
• Open date-stamp and file invoices appropriately
• Process monthly statements and route to designated mailboxes
• Email utility invoices and coordinate outgoing AP mail on a regular schedule

Mass Communications

• Create and maintain weekly communication flyers for facility updates and announcements
• Coordinate distribution of communications company-wide through designated channels
• Manage urgent communications and escalate when necessary
• Distribute recurring communications (e.g. weekly service updates)

Badge Management & Security Support

• Issue and track temporary badges for employees and visitors
• Verify employment status using internal systems and identification
• Maintain badge logs using Excel tracking tools
• Coordinate contractor badge requests and communicate with Security
• Assist with permanent badge creation when Facilities staff are unavailable

Conference Room & Guest Assistance

• Assist guests and employees with directions to conference rooms and facility locations
• Support presenters and employees during meetings and events as needed

Key Stakeholders

Internal:

• Technical support teams
• Sales and field service teams
• Engineering and quality operations
• Human Resources and operations teams

External:

• Couriers and delivery vendors

Qualifications

Required:

• High school diploma or equivalent
• Previous receptionist administrative or customer service experience preferred
• Proficiency in Microsoft Office (Outlook Excel Word)
• Strong organizational communication and multitasking skills
• Ability to handle confidential information with discretion
• Professional demeanor with a strong focus on customer service and safety

Preferred:

• Strong interpersonal and communication skills
• High attention to detail and organizational ability
• Customer service and hospitality mindset
• Adaptability and ability to work collaboratively
• Demonstrated reliability and confidentiality

Work Environment

This role operates in a professional office environment requiring frequent interaction with employees visitors and vendors. The position involves multitasking across administrative operational and customer-facing responsibilities in a fast-paced setting.

Why Join

This opportunity offers exposure to multiple business functions including Human Resources Finance and Operations making it ideal for individuals looking to build a well-rounded administrative career in a dynamic workplace environment.