Receptionist Client Relations Jobs in California

POSITION SUMMARY:

The Receptionist serves as the primary point of contact for employees, clients, visitors, and vendors within Opensity Solutions client environments. This roleis responsible forcreating a professional and welcoming experience through exceptional customer service, front desk management, communication coordination, and administrative support. The Receptionist plays a key role inmaintainingefficient office operations, supporting workplaceorganization, and ensuring a positive client and guest experience. The position reports to the Lead Receptionist or Client Relations Manager.
Location: Palo Alto, CA
Pay: 25-28hr
Schedule: Monday-Friday 8am-5pm - flexible with OT occasionally

ROLES & RESPONSIBILITIES:

Front Desk Management:

• Greet employees, clients, visitors, and vendors in a professional, friendly, and welcoming manner.

• Manage incoming phone calls efficiently by directing calls to appropriate personnel, takingaccuratemessages, and responding to inquiries professionally.

• Providetimelyassistanceand support to visitors and employees by directing them to theappropriate departmentsor resources.

• Maintain a professional front desk environment that reflects the service standards and values of Opensity Solutions.

• Monitor visitor check-in procedures and maintain visitor logs as required.

Client Relations & Guest Experience:

• Ensure a seamless and positive experience for all clients, guests, and visitors entering the workplace environment.

• Respond to client and guest requests promptly, professionally, and courteously.

• Address concerns, inquiries, and service requests efficiently whilemaintaininga high levelof customer satisfaction.

• Build positive working relationships with employees, clients, vendors, and visitors through excellent communication and professionalism.

• Maintain a customer-focused approach while supporting workplace hospitality and operational service initiatives.

Communication & Coordination:

• Serve as a central communication hub for internal and external communications.

• Relay messages accurately and promptly through phone, email, and in-person communication channels.

• Coordinate meeting schedules, visitor appointments, conference room reservations, and workplace calendars as needed.

• Support communication between departments to ensure smooth workplace operations and efficient coordination of activities.

• Maintain awareness of daily office activities, meetings, and visitor schedules to support operational readiness.

Administrative Support:

• Assistwith sorting, distributing, and tracking incoming mail, packages, deliveries, and correspondence.

• Maintain organized office records, files, and documentation systems to support efficient retrieval and administrative operations.

• Monitor office supply inventory levels and coordinate replenishment as needed to maintain operational continuity.

• Provide administrative support for meetings, events, and workplace activities as assigned.

• Assistwith data entry, document preparation, scheduling, andadditionaladministrative tasks as needed.

Facility & Security Coordination:

• Coordinate meeting room scheduling, event preparation, and workspace arrangements with internal departments and stakeholders.

• Assistin organizing workplace events, meetings, and conferences by ensuring required resources and room setups are completed.

• Support workplace security procedures by monitoring visitor access and ensuring compliance with established protocols.

• Respond appropriately to emergencies, workplace incidents, or security concerns by notifying designated personnel.

• Participate in workplace safety training and operational readiness initiatives asrequired.

Training & Professional Development:

• Participate in ongoing training and development programs, including workplace systems, customer service standards, and operational procedures.

• Maintain knowledge of company policies, workplace protocols, and service standards to support operational excellence.

• Promote professionalism, teamwork, and a positive workplace culture aligned with Opensity Solutions values.

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Excellent customer service and interpersonal communication skills with a client-first mindset.

• Professional demeanor with strong verbal and written communication abilities.

• Strong organizational and multitasking skills in fast-paced environments.

• Ability to manage multiple priorities whilemaintainingaccuracy and professionalism.

• Strong attention to detail and commitment to operational excellence.

• Ability tomaintainconfidentiality and handle sensitive information appropriately.

• Strong problem-solving and decision-making abilities within the scope of the role.

• Ability to work independently and collaboratively within a team environment

• Proficiencyin Microsoft Office Suite and office technology systems.

• Positive attitude, adaptability, flexibility, and professionalism in workplace interactions.

QUALIFICATIONS:

Education:High school diploma or equivalent required; associate or bachelor's degree preferred.

Experience:Minimum of 3-5 years of receptionist, front desk, customer service, or administrative support experience, preferably within professional services or legal environments.

Technical Skills:Proficiencyin Microsoft Office Suite, scheduling systems, communication platforms, and general office technologyrequired.

The Compensation range for this role is 25.00 to 28.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)