Front Desk Specialist- San Marcos, CA - Avista Membrane Treatment Solutions
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July 29, 2022

Front Desk Specialist- San Marcos, CA

San Marcos, CA
Posted 2 weeks ago

Avista seeks a service-focused, professional, and friendly Front Desk Specialist for our corporate headquarters. In this role, you will be the first line of communication for customers, visitors, and vendors.


Essential Duties and Responsibilities:

  • Answer incoming calls and transfer them to the appropriate person
  • Take messages and distribute them to the appropriate person or team
  • Greet guests in a professional and courteous manner
  • Maintain inventory of office supplies and order as needed
  • Ensure that meeting areas are clean and presentable
  • Ensure the conference room refrigerator and upstairs mini-kitchen are well stocked
  • Help keep the kitchen/break areas clean by emptying dishwasher, restocking snacks and coffee as needed, etc.
  • Collect and distribute daily mail


Assist the following Departments as needed:

Accounts Receivable:

  • Create and maintain invoice files for Avista customers
  • Ensure filing is timely and correct / Organize and archive files annually
  • Distribute invoices to customers via e-mail or mail based on stated preference
  • Maintain accurate tax certificate files for customers
  • Enter check information into Check Register and submit to CFO


Accounts Payable:

  • Create and maintain invoice files for Avista vendors
  • Input A/P invoices into QuickBooks (QB)


Order Processing:

  • Process “CA Origin” orders and/or “GA origin” orders as necessary
  • Issue workorder numbers from FileMaker and process workorder invoices in QB

Provide Certificates of Analyses upon request


Shipping and Receiving:

  • Obtain freight quotes and distribute the information to the requesting customer
  • Contact freight carriers to schedule pick-ups
  • Create shipping labels and mail outbound materials for different departments as needed
  • Confirm freight costs for Avista invoicing purposes
  • Track shipments and distribute the information to the requesting customer

Maintain Ship Status Board (SSB) of all orders released and advise Customer Service/AR of any delays and damaged shipments.



  • Assist in ordering marketing collateral as requested
  • Assist in maintaining and organizing marketing assets
  • Assist with database management as requested



  • Minimum high school diploma or equivalent
  • 2+ years receptionist or customer service experience
  • Experience managing multiple telephone lines simultaneously in a professional manner
  • Exposure to Intuit QuickBooks (QB), Microsoft Word and Excel preferred
  • Fluency in Spanish desirable

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