Administrative Receptionist

POSITION SUMMARY & OVERVIEW

The purpose of this part-time position is to perform various administrative and office support duties as needed at the Front Desk as well as assist other departments within the firm. This high-energy, detail-oriented positive person represents the first impression of GoldBook Financial to clients, associates, and guests of the firm.

DUTIES

• Greet and welcome all clients, associates, and guests in a professional, friendly, and hospitable manner; announce visitors promptly to appropriate advisors or staff members; maintain a neat and orderly Front Desk, Reception area and general office area; ensure break room, lobby area and conference rooms are stocked, neat and tidy
• Answer Front Desk telephone calls and ensure that they are transferred or handled promptly and properly
• Cook off-site vendor coordination (Iron Mountain, Parks Coffee, Sparklett’s, etc.) for maintenance, supplies and service
• Maintain and order all office supplies, kitchen supplies, printer supplies, coffee, etc. through approved vendors, ensuring that items are always on hand
• Maintain office and kitchen machinery and supplies including postage meter and photocopier
• Distribute incoming mail including US mail and UPS
• Sign for, receive and distribute packages delivered to agency
• Open, review, stamp and comply with all incoming/outgoing mail, check and fax correspondence according to compliance and supervisory guidelines
• Post agency outgoing mail and prepare UPS packages daily
• Prepare and send any Home Office/detached mail
• Schedule conference room meetings and train advisors on scheduling conference rooms
• Prepare welcome packets and prepare assigned workspace for new advisors, staff and assistants
• Provide telephone and voicemail training to new advisors, staff and assistants
• Aid with event planning and meal ordering
• New advisor, staff and assistant onboarding to include the set-up of workspace, printer setup, issuance of keys and badges
• Provides administrative support to other departments
• Additional duties and/or special projects as assigned

JOB COMPETENCIES

• Required Knowledge: Strong Microsoft Office skills (Outlook, Word, Excel and PowerPoint)
• Required Skills/Abilities: Consistently presents a friendly, cheerful and positive demeanor with the clients, associates and guests; has a strong sense of urgency about solving problems and completing tasks and assignments; reads situations quickly and accurately; ability to self-manage as well as resolve issues on own; oral and written communication skills; listening skills; customer service skills; attention to detail; planning and organization skills; is a team player; ability to multi-task and prioritize multiple projects and needs with a smile; ability to quickly ‘catch on’ to tasks, projects, needs; dedicated to exceeding internal and external client expectations and experience; keeps others informed on the status of assigned work

EDUCATION/EXPERIENCE/LICENSE REQUIREMENTS

• Education: Associate degree or higher preferred or equivalent
• Experience: 2+ years of previous experience in customer service or in an admin/receptionist position for a Financial Service firm is preferred but not required
• Licenses Required: None