Job Description
Welcome to Apex Solutions Group, where professionalism meets efficiency. We are seeking a highly organized Receptionist & Data Entry Specialist to join our dynamic team in San Jose. In this pivotal role, you will serve as the face of our company while ensuring our digital records are accurate, secure, and up-to-date.
Our ideal candidate is a multitasker who thrives in a fast-paced environment. You will bridge the gap between our clients and our internal teams, ensuring seamless communication and precise data management. If you have a keen eye for detail and a passion for administrative excellence, we want to hear from you.
Responsibilities
- Front Desk Operations: Greet and assist visitors with a professional demeanor, manage the switchboard, and distribute incoming calls efficiently to ensure zero missed opportunities.
- Data Management: Accurately input, update, and maintain records in our database and CRM systems; prepare reports and spreadsheets using Microsoft Office Suite with a focus on error-free data entry.
- Communication Hub: Act as the primary point of contact for internal and external stakeholders, handling inquiries via phone, email, and in-person with courtesy and clarity.
- Calendar & Scheduling: Manage the executive calendar, schedule appointments and meetings, coordinate conference rooms, and send automated reminders to ensure optimal time management.
- Document Control: Receive, sort, and distribute incoming mail and packages; scan and file physical documents into our digital archiving system.
- Inventory Management: Assist with office supply inventory tracking and reordering to ensure the workspace remains fully stocked and operational.
Qualifications
- Education: High School Diploma or equivalent required; Associate’s degree in Business Administration or a related field is a strong plus.
- Experience: Minimum of 1-2 years of experience in a receptionist or administrative support role, with proven data entry skills.
- Technical Proficiency: Advanced proficiency in MS Office (Excel, Word, Outlook) and Google Workspace; experience with CRM software (Salesforce, HubSpot) is highly desirable.
- Attention to Detail: Exceptional ability to maintain data integrity and spot errors in high volumes of information; proofreading skills are essential.
- Professionalism: Excellent verbal and written communication skills; strong interpersonal abilities to interact with diverse personalities.