Front Desk Receptionist – Corporate HQ

Job Summary: 

The Receptionist at iHerb’s corporate headquarters in Irvine fields the front desk/entrance to iHerb’s offices and acts as the “face of iHerb” to our team members, vendors, visitors, and over the phone at the front desk.  This position plays a critical role in providing a warm, efficient, and professional welcome, ensuring that all interactions at the front desk are positive and seamless.  Under general supervision, the Front Desk Receptionist provides administrative support to Human Resources Operations, Operations management and other departments.

Job Expectations:

• Welcome visitors and guests with a friendly and professional demeanor. Ensure a positive first impression of the company. This role is customer-facing, therefore business/business casual dress is preferred. 
• Register and sign in visitors, monitor access, and ensure compliance with security protocols. 
• Assist with and manage meeting room bookings and appointments, coordinating with internal teams (instruct and train employees on automated room reservations procedures via Google Calendar). 
• Manage, create, activate/deactivate badges for team members for building access and access to Spectrum Terrace facilities. 
• Maintain awareness of security procedures and report any suspicious activities or security breaches. 
• Keep the front desk, reception area, and conference rooms and offices organized and presentable. 
• Ensure all conference rooms have the proper equipment, materials, and are neat and tidy. If proper IT equipment is missing or malfunctioning, report to IT to address as soon as possible. 
• When issues arise, reporting and following up on issues to building management, IT, Security, etc. 
• Maintains inventory of materials that need to be ordered including office supplies, snacks/beverages,  kitchen needs, computer supplies, etc. and places orders with appropriate vendors as needed.
• Coordinate and order meals and snacks for lunch meetings related to training, management meetings and HR functions.
• Receive and distribute incoming mail and packages, and prepare outgoing shipments. 
• Respond to inquiries in person, over the phone, or via email, providing information, directions, and assistance as required. 
• Handle incoming calls, route them to the appropriate personnel, and take messages when necessary. 
• Field any legal notices and documents according to the training and guidelines provided by the Legal Department.
• Field any media inquiries and/or visits according to the training and guidelines provided by the Communications Department and Legal Department.
• Assist with various administrative tasks such as data entry, filing, making photocopies, scans, and performs other clerical functions.
• Support management with their administrative functions, assist in coordinating team member events, logistics for event set-up and catering.
• Ensure company and compliance posters are up to date and replacing them as needed with direction from HR. 
• Provide support to HR Operations, Sr. HRBP and HR Leadership as needed on various functions.
• Maintain the utmost discretion and confidentiality with sensitive information, documents, e-mails and in handling team member’s information.
• Proactively seeks ways to provide an overall positive experience to all employees and visitors who utilize iHerb’s Irvine office.
• Other duties as assigned. 

Knowledge, Skills and Abilities:

   Required:

• High school diploma or equivalent; additional education or certification is a plus.
• Previous experience as a receptionist or in a customer-facing role is preferred.
• Proficiency in using office equipment, including multi-line phone systems and basic computer applications. 
• Strong interpersonal and communication skills with a focus on professionalism and courtesy. 
• Business or Business Casual dress daily as the front-of-house representative to iHerb’s employees, clients, investors, visitors, etc. 
• Exceptional organizational and multitasking abilities. 
• A commitment to maintaining confidentiality and upholding company standards.  
• Knowledge of security procedures is advantageous.
• Good clerical skills including telephone skills, computer skills.
• Must have strong attention to detail.
• Positive attitude, energetic and work effectively as a team member.
• Reading, writing and computation proficiency.
• Ability to follow written and spoken supervisory direction.
• Excellent interpersonal skills including the ability to deal with a variety of team members in a positive and friendly manner.

Equipment Knowledge: 

• Experience with Microsoft Office Suite (Word, Excel, PowerPoint)
• Experience with Google Business Suite (Gmail, Drive, Docs, Sheets, Forms) 
• Experience with HRIS and Workday system a plus

Experience Requirements:
Generally, requires a minimum of one (1) to three (3) years of general office administration. 

Education Requirements:

Associates or Bachelor’s Degree preferred in Business Administration, or a combination of education and equivalent work experience.

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