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Posted Start On Type Department Location
03/27/14 N/A Full Time Administration CA - Walnut

The individual in this position will be responsible for creating an exceptional first impression. 
Primary responsiblities include answering calls, greeting and announcing visitors in a courteous and timely manner, sorting and processing U.S. mail, accepting and processing overnight shipments, managing file retention program
for corporate, travel arrangements for corporate and  provide administrative support to all corporate departments as needed.

  • Answer calls in a friendly and efficient manner and route them to the correct individual, department or company
  • Greet guests and make them comfortable while they are waiting in our lobby
  • Sort U.S. mail and accept overnight shipments for distribution to the appropriate department mail boxes
  • Coordinate and book travel for corporate employees
  • Responsible for running the daily mail through the postal machine everyday
  • Provide courier service to the post office and bank as needed
  • Act as a liaison between the corporate office and the Shea Properties leasing office
  • Assist with maintenance activities
  • Back up on building access system
  • Help in communicating daily Day Porter duties
  • Place office supply orders
  • Participate in the review of vendor services and maintaining the current vendor relationships
  • Provide general office support to all departments at Corporate
  • Responsible for calculating weekly overnight shipping costs for each department and U.S. monthly mail costs by division using an Excel report.
  • Maintain the file retention program which includes data entry, ordering, scheduling pick-ups and yearly review of inventory for destruction
  • Keep the front lobby free of clutter and stock the brochure display with current Shea Homes and Trilogy projects



Knowledge and Experience
  • Proficient in Microsoft Office Suite: Word, Outlook, Excel and PowerPoint
  • Basic understanding of building systems (HVAC & Security) and office equipment (Copiers, Faxes, Printers)



Skills and Abilities
  • Must possess a strong internal/external customer service orientation
  • Ability to manage competing priorities and assignments
  • Relies on experience and judgment to plan and accomplish goals
  • Ability to work successfully in a team environment
  • Excellent written and verbal communication skills
  • Flexibility in dealing with a variety of personalities
  • Ability to work with minimal supervision