Job Title: Administrative - HR Operations Assistant / Receptionist
Location: San Diego, CA 92108
Duration: 12 Months
Location: On-site
PR: $21.00/hr
Job Summary
The HR Operations Assistant / Receptionist serves as the first point of contact for visitors and employees, delivering a professional and welcoming front-desk experience. This role provides comprehensive administrative support across multiple departments, including Human Resources, Accounts Payable/Receivable, Safety, and Facilities, while maintaining an organized, secure, and efficient workplace environment.
Key Responsibilities
Front Desk & Visitor Management
Greet and assist visitors, employees, vendors, and applicants in a professional manner
Manage incoming calls via the main switchboard and direct appropriately
Ensure adherence to security protocols and maintain a safe workplace environment
Mail, Shipping & Distribution
Handle incoming and outgoing mail and coordinate daily distribution
Prepare shipping labels and manage courier shipments
Scan and route official correspondence to appropriate teams
Coordinate forwarding of employment-related documents
Administrative & HR Support
Provide administrative and clerical support to HR and other departments
Assist with onboarding processes and recruitment activities
Support coordination of meetings, events, and conference room logistics
Manage internal communication postings and event flyers
Safety, Events & Catering Support
Assist with safety-related documentation such as evacuation rosters
Coordinate catering arrangements for meetings and events
Accounts Receivable (AR) Support
Receive and log incoming payments
Scan and maintain accurate records of checks and deposits
Coordinate communication with relevant finance teams
Prepare deposits based on established thresholds
Accounts Payable (AP) Support
Process incoming invoices and statements
Maintain accurate filing and documentation
Distribute payments to relevant departments after confirmation
Coordinate internal communication for utilities and vendor-related documents
Mass Communications
Create and distribute internal communication materials
Manage recurring announcements and facility updates
Coordinate timely distribution of urgent notifications
Badge Management & Security
Issue and track temporary and contractor badges
Verify employee credentials using internal systems
Maintain badge logs and ensure compliance with security procedures
Support permanent badge issuance when needed
Conference Room & Guest Support
Assist guests and employees with navigation and meeting setup
Provide on-site support during meetings and presentations
Key Stakeholders
Internal: HR, Finance, Safety, Facilities, Operations Teams
External: Couriers, Vendors, Visitors
Required Qualifications
High school diploma or equivalent
Prior experience in receptionist, administrative, or customer service roles preferred
Proficiency in Microsoft Office (Outlook, Excel, Word)
Strong organizational, multitasking, and communication skills
Ability to handle confidential information with discretion
Professional demeanor with a strong customer service focus
Preferred Skills
Strong interpersonal and communication abilities
High attention to detail and organizational skills
Customer-focused mindset with hospitality orientation
Adaptability and ability to work in a team environment
Reliability and commitment to confidentiality
Work Environment
Office-based role with extended periods of sitting and computer use
Frequent interaction with employees, visitors, and vendors
Regular phone and administrative tasks