Receptionist /Administrative Assistant
The Receptionist is a highly visible role that serves as the first point of contact for all guests visiting Guidewire. The position requires poise, tact and diplomacy while greeting customers. It is also important that the receptionist ensures the security of Guidewire's employees and proprietary information by allowing only escorted visitors into the secured office space. The position also requires continual attention to detail while answering phones, responding to inquiries from a diverse population, composing accurate messages and, scheduling appointments.
In addition the receptionist will have administrative support duties that includes; filing, copying, scanning and projects that will use demonstrated MS Office skills. The position will have regular access to company information, requiring professional discretion and confidentiality at all times. Guidewire is an exciting, fast-paced environment requiring the ability to juggle multiple competing tasks and demands.
Welcome visitors by greeting them in person or by telephone; answering or referring inquiries and maintaining a visitor log
Distribute security access badges for visiting employees
Make copies, collate, bind, staple, and file documents/reports as needed
Order and maintain office, kitchen and snack supplies
Sort and distribute mail & deliveries
Oversee general appearance of the office
Book conference rooms, meeting set-up and breakdown, assist in preparation of meeting materials, sending invites and tracking attendees and any catering requests
Coordinate catering and lunches upon request
Attend to visitors, employees and trainees and deals with inquiries on the phone and face to face.
Interfacing with landlord to ensure a safe and clean environment
Manage vendor services and the day porter.
Respond and follow-up on facility issues and schedule service requests
Health and safety, Emergency response team
Special projects as assigned by manager
Minimum 2 years of related experience
Bachelor's degree preferred
High level of professionalism and confidence; ability to make decisions in line with department goals & objectives
Strong organizational and time management skills; ability to work with a high sense of urgency within established timelines, exercising consistent follow-through/follow-up when necessary
Strong computer skills in MS Office/Windows including Outlook, Excel, Word
Ability to multi-task and operate in an environment of frequently changing priorities and managing the demands of a quickly growing workforce
Ability to maintain discretion and strict confidentiality
Excellent verbal and written communication skills
Positive attitude with "internal" customer focus and professional demeanor
Occasionally required to move boxes/stock weighing up to 20lbs