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Receptionist, CIE

Cal Poly Corporation

San Luis Obispo, CA

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JOB DETAILS
SKILLS
Administrative Skills, Audiovisual, Business Administration, Calendar Management, Certified Insurance Examiner (CIE), Communication Skills, Computer Skills, Conference Management, Copying Machines, Customer Experience, Customer Support/Service, Data Entry, Establish Priorities, Facilities Management, Flyers, High School Diploma, Interpersonal Skills, Inventory Management, Logistics, Mail Processing, Marketing, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Office Equipment, On Site Support, Onboarding, Operational Support, Operations, Operations Management, Order Delivery, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Printers, Problem Solving Skills, Record Keeping, Records Management, Requirements Management, Schedule Development, Telephone Skills, Time Management, Writing Skills
LOCATION
San Luis Obispo, CA
POSTED
10 days ago
Job Summary Under the direction of the Operations Manager, the Receptionist serves as the primary point of contact for all members, guests, and visitors at the CIE HotHouse. This role is responsible for delivering outstanding front-desk experience, supporting daily operations, coordinating facility and membership activities, and ensuring the workspace remains welcoming, organized, and fully functional. This role also provides administrative support for coworking marketing efforts and community partnerships that enhance the member experience. The ideal candidate is a friendly, organized, and proactive professional who thrives in a dynamic, community-oriented environment. ## Front Desk and Member Services - Serve as the first point of contact for all members, guests, and visitors; greet individuals warmly, determine the purpose of their visit, and connect them with the appropriate staff member or resource. - Answer, screen, and direct incoming phone calls and emails promptly and professionally; take accurate messages and follow up to ensure timely responses. - Maintain the visitor and member sign-in log, issue visitor badges, and ensure all guests comply with building access and security procedures. - Provide general information about the CIE HotHouse/SBDC services, membership plans, amenities, and upcoming events to prospective and current members. - Assist with new member onboarding: conduct facility tours, distribute access credentials and welcome materials, and ensure a smooth transition into the space. - Address member inquiries, requests, and concerns in a timely and courteous manner, escalating issues to management when appropriate. - Assist with maintaining and updating coworking marketing materials, including flyers, digital displays, website information, and in-space signage to ensure accuracy and brand consistency. - Conduct administrative outreach to local businesses using approved templates to coordinate member perks such as discounts, promotions, or cross-community opportunities. - Maintain organized records of local business partnerships, including contact information, promotional materials, and expiration dates for member offers. - Provide insights to the marketing team by tracking common visitor questions, member feedback, and frequently requested amenities or services. Facility and Office Operations. - Manage and maintain the front reception area, ensuring it remains clean, organized, well-stocked with informational materials, and presentable at all times. - Coordinate conference room, meeting space, and hot desk reservations; manage the scheduling calendar and communicate booking details to members and staff. - Receive, sort, and distribute incoming mail, packages, and deliveries; process outgoing correspondence and coordinate courier or shipping services as needed. - Monitor and maintain inventory of office and kitchen supplies; place orders and restock common areas to ensure the space meets members' daily needs. - Ensure all shared office equipment (printers, copiers, A/V systems, etc.) is operational and properly maintained; coordinate service and repairs as needed. - Perform general clerical duties including filing, data entry, document preparation, and upkeep of administrative records to support day-to-day operations. Scheduling and Administrative Support. - Schedule and organize internal meetings for operations staff; prepare agendas, take meeting notes, and distribute summaries to relevant parties. - Assist with coordinating member and community events hosted at the coworking center, including logistics, room setup, and on-site support. - Distribute paperwork and communications to appropriate departments and staff as directed. - Maintain up-to-date member contact information and records in the center's membership management system. - Support staff in all areas of administration, program execution, and other du ies as assigned by the Operations Manager. Position Requirements - High school diploma or equivalent required; associate's or bachelor's degree in business administration, communications, or a related field preferred. - Minimum two (2) years of front desk, receptionist, office, or customer service experience. - Excellent computer skills including proficiency with Microsoft Office Suite (Word, Excel, Outlook) and the ability to learn membership management or scheduling software. - Exceptional verbal and written communication skills with the ability to interact professionally with a diverse community of members, guests, and staff at all levels. - Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities simultaneously, and meet deadlines in a fast-paced environment. - Demonstrated interpersonal skills including tact, patience, and courtesy; a natural ability to create a welcoming and inclusive atmosphere. - Ability to establish and maintain cooperative and effective working relationships with members, visitors, colleagues, and vendors. - Ability to manage tasks independently and take initiative to resolve issues without constant supervision. - Ability to maintain regular and reliable attendance and punctuality. - A background check is required for this position. ## Physical Requirements Hearing and speaking to exchange information in person or on the telephone. 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About the Company

C

Cal Poly Corporation

As the university’s service auxiliary, the Cal Poly Corporation provides vital commercial services, research support, administrative services, and funding resources. We are a dependable partner that serves the campus community in effective and innovative ways. The corporation is dedicated to advancing Cal Poly and its mission. The corporation’s vision is to provide support services and world-class facilities that align with the university’s vision of being the premier comprehensive polytechnic university.
COMPANY SIZE
100 to 499 employees
INDUSTRY
Education
WEBSITE
http://www.calpolycorporation.org/

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