It's fun to work in a company where people truly believe in what they are doing!
Job Description:
Under the direction of the Operations Manager, the Receptionist serves as the primary point of contact for all members, guests, and visitors at the CIE HotHouse. This role is responsible for delivering outstanding front-desk experience, supporting daily operations, coordinating facility and membership activities, and ensuring the workspace remains welcoming, organized, and fully functional. This role also provides administrative support for coworking marketing efforts and community partnerships that enhance the member experience. The ideal candidate is a friendly, organized, and proactive professional who thrives in a dynamic, community-oriented environment.
- Serve as the first point of contact for all members, guests, and visitors; greet individuals warmly, determine the purpose of their visit, and connect them with the appropriate staff member or resource.
- Answer, screen, and direct incoming phone calls and emails promptly and professionally; take accurate messages and follow up to ensure timely responses.
- Maintain the visitor and member sign-in log, issue visitor badges, and ensure all guests comply with building access and security procedures.
- Provide general information about the CIE HotHouse/SBDC services, membership plans, amenities, and upcoming events to prospective and current members.
- Assist with new member onboarding: conduct facility tours, distribute access credentials and welcome materials, and ensure a smooth transition into the space.
- Address member inquiries, requests, and concerns in a timely and courteous manner, escalating issues to management when appropriate.
- Assist with maintaining and updating coworking marketing materials, including flyers, digital displays, website information, and in-space signage to ensure accuracy and brand consistency.
- Conduct administrative outreach to local businesses using approved templates to coordinate member perks such as discounts, promotions, or cross-community opportunities.
- Maintain organized records of local business partnerships, including contact information, promotional materials, and expiration dates for member offers.
- Provide insights to the marketing team by tracking common visitor questions, member feedback, and frequently requested amenities or services. Facility & Office Operations.
- Manage and maintain the front reception area, ensuring it remains clean, organized, well-stocked with informational materials, and presentable at all times.
- Coordinate conference room, meeting space, and hot desk reservations; manage the scheduling calendar and communicate booking details to members and staff.
- Receive, sort, and distribute incoming mail, packages, and deliveries; process outgoing correspondence and coordinate courier or shipping services as needed.
- Monitor and maintain inventory of office and kitchen supplies; place orders and restock common areas to ensure the space meets members' daily needs.
- Ensure all shared office equipment (printers, copiers, A/V systems, etc.) is operational and properly maintained; coordinate service and repairs as needed.
- Perform general clerical duties including filing, data entry, document preparation, and upkeep of administrative records to support day-to-day operations. Scheduling & Administrative Support.
- Schedule and organize internal meetings for operations staff; prepare agendas, take meeting notes, and distribute summaries to relevant parties.
- Assist with coordinating member and community events hosted at the coworking center, including logistics, room setup, and on-site support.
- Distribute paperwork and communications to appropriate departments and staff as directed.
- Maintain up-to-date member contact information and records in the center's membership management system.
- Support staff in all areas of administration, program execution, and other duties as assigned by the Operations Manager.
- High school diploma or equivalent required; associate's or bachelor's degree in business administration, communications, or a related field preferred.
- Minimum two (2) years of front desk, receptionist, office, or customer service experience.
- Excellent computer skills including proficiency with Microsoft Office Suite (Word, Excel, Outlook) and the ability to learn membership management or scheduling software.
- Exceptional verbal and written communication skills with the ability to interact professionally with a diverse community of members, guests, and staff at all levels.
- Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities simultaneously, and meet deadlines in a fast-paced environment.
- Demonstrated interpersonal skills including tact, patience, and courtesy; a natural ability to create a welcoming and inclusive atmosphere.
- Ability to establish and maintain cooperative and effective working relationships with members, visitors, colleagues, and vendors.
- Ability to manage tasks independently and take initiative to resolve issues without constant supervision.
- Ability to maintain regular and reliable attendance and punctuality.
- A background check is required for this position.
- Hearing and speaking to exchange information in person or on the telephone.
- Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator.
- Visual acuity to read printed materials and monitor screens.
- Ability to sit or stand for extended periods of time.
- Physical ability to lift up to 30 pounds to shoulder height as needed.
Hiring Range:
$16.90 - $19.00/hr
If you like growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!
Cal Poly Partners, an equal employment opportunity employer, is strongly committed to achieving excellence through a diverse workforce. The University actively encourages applications of all qualified individuals.
The department will evaluate experience and education to determine placement into appropriate position level. Subject to continued grant/center funding.
Cal Poly Partners provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and 14 holidays.
Employees are eligible to participate in the CP Partners Medical Insurance Plan offered through the California Public Employees’ Retirement System (CalPERS). Employees have different plans from which to choose including HMOs and PPOs. The coverage includes the employee, his/her dependents, or domestic partner. The CP Partners cover a large portion of the medical premium for the employee and eligible dependents.
All employees are members of the California Public Employees’ Retirement System (CalPERS) and will contribute to their retirement; these contributions can be refunded if the employee terminates prior to retirement.
Please visit our website for additional benefits information. Employee Benefits (sharepoint.com)
Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.
EEO/Disability/Protected Veteran Employer
Skills Required
- High school diploma or equivalent required; associate's or bachelor's degree preferred
- Minimum two years of front desk, receptionist, office, or customer service experience
- Excellent computer skills including proficiency with Microsoft Office Suite
- Exceptional verbal and written communication skills
- Strong organizational skills and ability to manage multiple responsibilities
- Demonstrated interpersonal skills including tact, patience, and courtesy
- Ability to manage tasks independently and take initiative
- Ability to maintain regular and reliable attendance
What We Do
Cal Poly Partners is a 501(c)(3) nonprofit auxiliary organization dedicated to supporting California Polytechnic State University by providing essential campus resources, including dining, housing, and research support.
