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Receptionist

Position Purpose

Under general supervision, the Receptionist is responsible for administering and maintaining a professional, efficient, and secure front desk experience for internal/external customers and guests.  This position plays a major role in office security and is involved in office supply management and fulfillment, managing appointments and calendars, mail distribution and fulfillment, and maintaining conference rooms.  In addition, provides administrative assistance in support of benefits and wellness programs as well as other HR related functions.

Essential Duties

ESSENTIAL DUTIES - RECEPTION AND BUILDING OPERATIONS (75%)

  • Cultivates a welcoming environment for internal and external customers/guests; greets, directs, and provides excellent customer service
  • Maintains and administers office security systems that includes computer and phone monitored door controllers, alarm system, and employee badges; trains and notifies backup administrators of absences
  • Directs calls and messages to the appropriate people
  • Maintains and orders sufficient supply of paper for copy and fax machines
  • Processes and distributes in/out going mail, shipping and receiving (includes preparing packages for delivery and ordering shipping materials such as boxes/envelopes/address pouches/etc.)
  • Ensures front desk, and common areas are maintained in a professional, efficient manner
  • Monitors conference room calendars for the Napa office to ensure efficient use of space
  • Processes and submits invoices for Napa office expenses (postage, supplies, utilities) to Accounts Payable Department
  • Takes inventory, orders supplies, and stocks office and kitchens; maintains orderliness of the supply closets
  • Monitors executive conference rooms for common supplied and cleanliness
  • Facilitates workstation relocations; participates in space planning discussions; prepares space planning layouts; works with property manager to coordinate vendors and approve invoices; coordinates with local IS personnel regarding workstation relocations in the Napa office including submitting request tickets on behalf of users as applicable

Essential Duties - HR SUPPORT (25%)

  • Processes level one benefits administration; updates enrollment system on a timely basis to reflect new hires and terminations; notifies applicable vendors of terminations; updates employee addresses in benefit carrier system; assists with enrollment system approvals as needed; assists with payroll deduction audits; compiles retirement plan eligibility report and distributes enrollment information; responds to basic employee benefit plan inquiries
  • Administers wellness program system; adds new hires and removes terminated employees; regularly runs and modifies progress reports; delivers regular participant communication; coordinates prize distribution
  • Coordinates and attends milestone anniversary lunch in Napa region
  • Coordinates hotel lodging for interview candidates, as applicable
  • Assists with departmental and organizational meetings and events
  • Assists in departmental mailings and shipments
Non-Essential Duties
  • Ensures fleet cars are maintained and available for Napa Office users
  • Drives fleet car or personal vehicle to run occasional errands
  • Notarizes documents as applicable
  • Provides back up support for daily, general HR functions as needed
  • Cross-trains to cover functions outside of normal scope of duties to provide depth in the department as needed 
  • Supports Safety department programs for the Napa Office

*Other duties may be assigned
 

Minimum Requirements

Education and Experience

  • Highschool diploma or GED required
  • Associate’s degree in Business preferred
  • 1-3 years of progressive related work experience; administrative support or customer service

Knowledge, Skills, and Abilities

  • Strong customer service orientation, highly professional and pleasant disposition
  • Strong organizational skills, able to prioritize and quickly assess what needs to get done, effective multi-tasker
  • General administrative and reception skills
  • Intermediate level experience with Microsoft Office, including Word, Excel, and PowerPoint
  • Excellent written and verbal communication skills
  • Thrives well under pressure and in a fast-paced, changing environment
  • Ability to work with diverse individuals and competing interests and interact with all levels of management
  • Ability to handle difficult situations; internal and external customers/guests
  • Ability to exercise discretion when handling highly confidential information
  • Effective team player, maintains a motivating and positive attitude
  • Valid driver’s license, appropriate automobile insurance coverage, and clean driving record

Certificates and Licenses

  • Public Notary a plus
Work Standards
  • Acts in a manner reflective of the Company culture of High Moral Standards, Innovation and Continuous Evolution, Trust in Team, Continuous Improvement, and Sustainable Relationships
  • Communicates, interacts, and works effectively with others; receptive to feedback and coaching; voices concerns in a constructive manner
  • Demonstrates commitment to safety first; communicates safety concerns; promotes a safe work environment based on established safety standards and training
  • Follows all Company policies and procedures
Additional Comments

Management retains the discretion to add to or change the duties of the position at any time.

Delicato Family Wines offers its employees a generous and comprehensive benefits package.  The core health insurance components include medical, dental and vision, where Delicato covers nearly the entire cost for employees and a large percentage for dependents.  Additional health benefits include life, disability and flexible spending accounts.  Other benefits include 401(k) with generous company match, discretionary profit sharing, paid time off (PTO), paid holidays, wine & merchandise discounts, tuition reimbursement, gym discounts & many more.

 

Delicato Family Wines is an Equal Opportunity Employer.


Nearest Major Market: Napa

Job Segment: Accounts Payable, Clerical, Administrative Assistant, Receptionist, Supply, Finance, Administrative, Operations

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