POSITION SUMMARY & OVERALL PURPOSE:
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 assistance to 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.
JOB ACCOUNTABILITIES:
Duties
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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
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Answer Front Desk telephone calls and ensure that they are transferred or handled promptly and properly
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Coordinate with all external facility vendors (Iron Mountain, Parks Coffee, Sparklett’s, etc.) for maintenance, supplies and service
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Maintain and order all office supplies, kitchen supplies, printer supplies, coffee, etc. through approved vendors, ensuring that items are always on hand
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Maintain office and kitchen machinery and supplies including postage meter and photocopier
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Distribute incoming mail including US mail and UPS
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Sign for, receive and distribute packages delivered to agency
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Open, review, stamp and comply with all incoming/outgoing mail, check and fax correspondence according to compliance and supervisory guidelines
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Post agency outgoing mail and prepare UPS packages daily
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Prepare and send any Home Office/detached mail
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Schedule conference room meetings and train advisors on scheduling conference rooms
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Prepare welcome packets and prepare assigned workspace for new advisors, staff and assistants
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Provide telephone and voicemail training to new advisors, staff and assistants
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Assist with event planning and meal ordering
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New advisor, staff and assistant onboarding to include the set-up of workspace, printer setup, issuance of keys and badges
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Provides administrative support to other departments
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Additional duties and/or special projects as assigned
JOB COMPETENCIES:
Required Knowledge
- Strong Microsoft Office skills (Outlook, Word, Excel and PowerPoint)
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Good technology skills
Required Skills/Abilities
- Consistently presents a friendly, cheerful and positive demeanor with the clients, associates and guests
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Has a strong sense of urgency about solving problems and completing tasks and assignments
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Reads situations quickly and accurately
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Ability to self-manage as well as resolve issues on own
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Oral and written communication skills
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Listening skills
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Customer service skills
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Attention to detail
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Planning and organization skills
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Is a team player
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Ability to multi-task and prioritize multiple projects and needs with a smile
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Ability to quickly ‘catch on’ to tasks, projects, needs
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Dedicated to exceeding internal and external client expectations and experience
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Keeps others informed on the status of assigned work
Required Behaviors/Attitudes
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Positive and professional attitude
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Dependable
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Punctual
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Ability to remain calm under pressure
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Presents an appropriate professional appearance and demeanor
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Embraces change with optimism and positivity
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Takes pride in output and ownership in delivering superior results
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Cares about quality and representing the GoldBook brand
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
License Requirement: None
