Receptionist/Administrative Assistant - San Jose, CA

Guidewire San Jose , CA 95111

Posted 2 months ago

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.

Primary Responsibilities

  • 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

Key Competencies

  • 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

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
On Call Cashier Receptionist Grade 3 San Jose

Kaiser Permanente

Posted 2 days ago

VIEW JOBS 10/22/2019 12:00:00 AM 2020-01-20T00:00 Description: The cashier/receptionist is a member of the health care department team who functions under the direction guidance and supervision of the department manager, assistant manager, or designee. The cashier/receptionist greets and checks in all patients reporting to the medical office in a professional and courteous manner. This position is responsible for accurate check-in, check-out where applicable, information capture and revenue collection per procedures. Responsible for having a general knowledge of the medical center in order to assist patients with questions and concerns. Requires extensive use of the computer. Essential Responsibilities: Reception, Check-In, Check-out (where applicable): Greet and assist patients that present; follow appropriate patient registration/check-in policies and procedures; verify and/or update all demographic information, for example Personal Physician Selection, Language Preference. Working knowledge of Health Plan coverage types, for example (but not limited to) traditional, deductible, etc. Check in patients by following check-in policies and procedures and using the check-in systems or manual visit records when the systems are down; determine patient's membership/benefits according to the benefit display; create accounts as necessary, for example (but not limited to) workers' compensation, confidential, etc.; capture and populate workers' compensation data on the correct screens and select the correct coverage as necessary. Manage electronic in-basket; use notes function where applicable to document prepayments; obtain a patient medical record number when necessary; order Health Plan cards as needed. Collect co-pays and fees; inform patients of available payment options. Generate appropriate encounter forms per procedure electronically or manually if the system is down. Direct patients to appropriate area after the check-in process is completed. Check out patients by following checkout policies and procedures and using the checkout systems or manual visit records when the systems are down, if applicable. Follow appropriate procedures when registering exception-type patients such as non-members, out-of-area health plan members, Medicare, Media-Cal, and industrial patients. Initiate and complete required forms for all appointments per policy. Access necessary information from the fee schedule to determine appropriate fees based on CPT-4 and/or service codes in order to collect appropriate revenue. Assist patients by: explaining co-pays/applicable fees; providing facility directions; referring to other departments and administrative services for further information, e.g., Member Services, Medical Secretaries, and Business Office; initiating and completing appropriate forms as needed, for example Release Of Information, Patient Financial Responsibility; tracking referrals to specialty care by utilizing the consultation/referral system as needed in those areas where this responsibility currently exists for the individual in this classification - where this responsibility is not part of an existing position, it cannot be added without written agreement as part of the LMP. Demonstrate knowledge of and application to Patient Administration Appointment Registration (PARRS). Maintain the patient will-call area box if applicable. Communicate with clinical and business office staff as needed. Cash Handling, Reconciliation and Deposit: Handle cash according to the Cash Handling Responsibility Agreement. Comply with all applicable cash handling policies and procedures (see reference list) The registration designee is responsible for the safekeeping of change funds, all revenue collected during the shift, all assigned revenue documents, and all keys assigned for cash control. Obtain, secure, and ensure sufficient denominations to provide change. Reconcile shift and deposit funds according to the Cash Handling Responsibility Agreement. Use correct procedures to document and report discrepancies. Other: Working towards positive operational outcomes. Perform other duties as required. Supervisory Responsibilities - this job has no supervisory responsibilities. Basic Qualifications: Experience Six (6) months work experience. Basic knowledge and use of computer and computer keyboard. Passing of a PC skills assessment. Ability to read and follow instructions, short correspondence, and memos. Communicate with health care providers, staff, patients and visitors. Professional phone etiquette. Ability to multi-task, organize, manage time and prioritize workflow in a complex environment. Knowledge of computer and computer keyboard. Must be willing to work in a Labor Management Partnership environment. Also refer to the detailed responsibilities outlined in the respective collective bargaining unit Cash Handling Responsibility Agreement. Education High School Diploma/GED. License, Certification, Registration N/A Additional Requirements: N/A Preferred Qualifications: N/A Skills Testing*: Basic PC skills test (able to pass PC skills assessment) Primary Location: California,San Jose,San Jose Building 3 270 International Circle Scheduled Weekly Hours: 0 Shift: Day Workdays: On-Call Working Hours Start: 7:30 AM Working Hours End: 7:00 PM Job Schedule: Call-in/On-Call Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: United Healthcare Workers - West Job Level: Entry Level Job Category: Administration, Clerical and Support Services Specialty: Clerical Department: Rehabiliation Services Travel: No Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances. Click here for additional requirements > Kaiser Permanente San Jose CA

Receptionist/Administrative Assistant - San Jose, CA