Front Desk Specialist- San Marcos, CA

Avista seeks a 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 the conference room refrigerator and 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
• 2 years receptionist or customer service experience
• Experience managing multiple telephone lines simultaneously in a professional manner
• Exposure to Intuit QuickBooks (QB), Microsoft Word and Excel preferred
• Fluency in Spanish desirable