Receptionist

SUMMARY

The Receptionist ensures smooth front-desk operations by greeting visitors, managing calls, and maintaining an organized reception area. This role supports administrative and clerical tasks such as data entry, mail distribution, and invoice processing while keeping visitor and employee records up to date. The position contributes to compliance with Health, Safety, and Quality Management Systems and assists in improving operational performance. The Receptionist also helps ensure workplace safety by maintaining emergency materials and briefing visitors on safety procedures.

DUTIES & RESPONSIBILITIES       

• Works with Must comply with Safety Responsibilities explained in the Safety Responsibility Policy (CA-ADMR-S24).
• Maintain compliance with the Health, Safety, and Quality Management Systems requirements.
• Contribute to the effectiveness of the Management Systems, including improvement of performance and reduction of nonconformities.
• Ensure that the reception area is kept neat and orderly.
• Maintain supplies of beverages for visitors.
• Responsible for the opening and closing of main front door.
• Maintain up to date employee list.
• Maintain records of names and corporate affiliations for all visitors.
• Notify appropriate employee of visitor arrival.
• Operate telephone switchboard to receive and direct incoming calls. Transfer all incoming calls to appropriate person.
• Enter invoices into various client e-portals as and when required.
• Aid the administrative assistant with various invoice associated tasks.
• Perform any other secretarial and clerical duties that are required as per supervisor’s request.
• Perform a variety of routine typing, data entry and clerical duties as necessary.
• Sort and distribute daily mail.
• Download client data into required formats for transmitting to client. Email data to clients as required.
• Brief visitors on procedures in event of emergency and give them the pamphlet on “SAFETY INSTRUCTIONS”
• Maintain evacuation check list binder to be available at mustering point for emergency evacuation of premises.

QUALIFICATIONS

• High School diploma or equivalent required
• 1 year of experience preferred

KNOWLEDGE, SKILLS & ATTRIBUTES

• Excellent analytical, problem-solving, and decision-making skills.
• Polished communication, presentation, and interpersonal skills.
• Experience with generation of invoices and submission of invoices to client e-portals an advantage.
• Skilled in setting and managing priorities to meet tight deadlines.
• Excellent follow-up and time management skills.
• Proficient in Microsoft Office applications.

OTHER INFORMATION (US ONLY)

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee may be asked to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position resides within a normal office working environment. The noise level in the work environment is usually moderate.

Core Laboratories, including all of its affiliated and related entities, is an equal opportunity employer and is committed to creating an inclusive environment for everyone. Employment decisions are made regardless of characteristics including, but not limited to, race, color, sex, sexual orientation, gender identity, national origin, age, disability, religion, genetic information, protected veteran or uniformed service member status, and any other characteristic protected under applicable law.