Position Summary
Epic Private Wealth is seeking a polished, highly organized Front Desk & Office Administrator to serve as the operational cornerstone of the office and a key ambassador of the Epic Private Wealth brand.
This role is responsible for creating a happy, welcoming, and professional first impression for clients, prospects, vendors, and guests.
The Front Desk & Office Administrator supports the advisory, tax, accounting, and leadership teams by managing front office operations, client hospitality, phone communication flow, scheduling support, mail, supplies, filing, and administrative coordination.
This position does not provide financial, tax, investment, or legal advice. However, it plays a vital role in client confidence, office efficiency, team support, and the white-glove client experience Epic Private Wealth expects to deliver.
Estimated starting pay: $18.00 per hour.
Primary Outcomes
The person in this role will be successful if Epic Private Wealth has:
1. A polished, professional, and welcoming office experience every day.
2. Client-facing spaces that are clean, organized, prepared, and aligned with the firm’s premium brand.
3. Incoming calls, emails, mail, packages, and visitor interactions handled promptly and professionally.
4. Advisors, tax professionals, accountants, and leadership supported with reliable administrative coordination and communication.
5. Office supplies, meeting rooms, client hospitality items, and front desk materials maintained without supervision.
6. Client privacy, confidentiality, and discretion protected at all times.
7. A dependable front-office presence that creates confidence for clients and reduces operational friction for the team.
Core Audiences Served
1. Current clients of Epic Private Wealth.
2. Prospective clients and guests visiting the office.
3. Advisors, tax professionals, accountants, and internal team members.
4. Vendors, delivery personnel, and other business partners.
5. Company ownership and leadership team.
Key Deliverables and CadenceDaily Deliverables
1. Open and prepare the front office and client-facing areas before the office opens to the public.
2. Greet (on the phone and in person) all clients, prospects, vendors, and guests warmly, professionally, and promptly.
3. Ensure the reception area, conference rooms, lobby, kitchen/hospitality areas, and other visible office spaces are clean, organized, and ready for client visits.
4. Review the daily office schedule and prepare for meetings, client appointments, visitors, and internal events.
5. Prepare meeting rooms before scheduled appointments, including seating, materials, refreshments, technology, and general presentation.
6. Offer hospitality to clients and guests in a professional manner.
7. Answer and route incoming phone calls with professionalism, clarity, and courtesy.
8. Monitor general office email inboxes and route or respond to messages as appropriate.
9. Take accurate messages and ensure they are delivered to the appropriate team member in a timely manner.
10. Receive, sort, scan, and distribute incoming mail, packages, and deliveries.
11. Prepare outgoing mail, packages, and deliveries as needed.
12. Update CRM records with basic client details, notes, or contact updates as assigned.
13. Support advisors, tax team members, accounting team members, and leadership with basic administrative tasks and document preparation.
14. Maintain awareness of office activity while protecting client privacy and confidentiality.
15. Keep front desk supplies, client hospitality items, and office materials stocked and presentable.
16. Close down and reset client-facing spaces at the end of the day.
Weekly Deliverables
1. Review upcoming appointments and meetings for the next week and identify any preparation needs.
2. Confirm conference rooms, hospitality supplies, printed materials, technology, and office spaces are ready for scheduled client meetings.
3. Inventory office supplies, postage, client hospitality items, printer supplies, paper, envelopes, and front desk materials.
4. Submit supply orders or purchasing requests according to company procedures.
5. Review and organize physical and digital filing areas assigned to the front office.
6. Follow up on unresolved messages, administrative requests, or pending office tasks.
7. Assist with scanning, saving, renaming, and filing client or company documents according to firm procedures.
8. Check that office equipment, phones, printers, scanners, and meeting room technology are functioning properly.
9. Notify management of any maintenance, cleanliness, facility, or client experience issues.
10. Review the office task list with the appropriate manager or team lead.
Monthly Deliverables
1. Review front office processes and identify recurring issues, bottlenecks, or needed improvements.
2. Help maintain updated client-facing materials, brochures, forms, folders, and meeting packets.
3. Review and refresh office supply inventory and recurring vendor needs.
4. Assist with preparing client communication projects, mailing projects, event materials, or internal administrative projects as assigned.
5. Help reconcile or organize postage, shipping, supply orders, and office-related receipts as assigned.
6. Assist with CRM cleanup projects, contact updates, returned mail updates, or database maintenance as assigned.
7. Participate in a monthly administrative check-in with management to review office operations, client experience, and support needs.
Quarterly Deliverables
1. Assist with a quarterly review of front office standards, including reception area, conference rooms, client hospitality, signage, supplies, and printed materials.
2. Help update administrative checklists, phone scripts, meeting preparation checklists, or front desk procedures.
3. Assist with seasonal client communication projects, tax season preparation, event preparation, or client appreciation efforts.
4. Identify opportunities to improve client experience, team coordination, office organization, and administrative workflows.
5. Support leadership with special administrative projects as assigned.
Client Experience Responsibilities
This role is responsible for ensuring that every visitor experience reflects Epic Private Wealth’s brand standards. This includes:
1. Greeting clients and guests with warmth, confidence, and professionalism.
2. Creating a calm and organized environment.
3. Making clients feel expected, welcomed, and cared for.
4. Preparing meeting rooms before appointments.
5. Offering refreshments or hospitality when appropriate.
6. Maintaining polished client-facing spaces throughout the day.
7. Protecting client privacy in all conversations and visible materials.
8. Representing the firm with a polished appearance, tone, and demeanor.
Office Operations Responsibilities
This role is responsible for supporting smooth day-to-day office operations, including:
1. Managing incoming and outgoing mail.
2. Handling packages and deliveries.
3. Maintaining office supplies and front desk materials.
4. Supporting scheduling and meeting coordination.
5. Maintaining organized filing systems.
6. Supporting document scanning, saving, and preparation.
7. Helping with office equipment, vendor coordination, and facility-related communication.
8. Supporting the leadership and professional team with administrative coordination.
Communication Responsibilities
This role is responsible for helping communication flow smoothly through the office, including:
1. Answering and routing calls.
2. Monitoring general email inboxes.
3. Taking clear and accurate messages.
4. Ensuring prompt internal follow-up.
5. Communicating professionally with clients, prospects, vendors, and team members.
6. Updating CRM records as assigned.
7. Protecting confidential information in every form of communication.
Performance Metrics
This role will be evaluated based on:
1. Professionalism and warmth in client and guest interactions.
2. Reliability, punctuality, and consistent front desk coverage.
3. Cleanliness, organization, and readiness of client-facing spaces.
4. Accuracy and timeliness of phone messages, email routing, mail handling, and administrative follow-up.
5. Responsiveness to internal team requests.
6. Accuracy of CRM updates, document filing, scanning, and administrative records.
7. Ability to anticipate office needs before they become problems.
8. Discretion and confidentiality with client and company information.
9. Ability to maintain calm, polished execution in a high-expectation professional environment.
10. Consistent follow-through without constant supervision.
Required Skills
1. Prior experience in office administration, front desk support, executive support, professional services, hospitality, or a similar client-facing role.
2. Excellent verbal and written communication skills.
3. Strong organizational skills and attention to detail.
4. Professional phone presence and polished interpersonal style.
5. Ability to manage multiple priorities and interruptions while remaining calm and professional.
6. Proficiency with Microsoft Office, including Outlook, Word, and Excel.
7. Ability to learn CRM systems, document management systems, scheduling tools, and office procedures.
8. Dependable, punctual, self-directed, and trustworthy.
9. Ability to maintain confidentiality and discretion at all times.
10. Professional appearance and demeanor appropriate for a premium financial services firm.
Preferred Skills
1. Previous experience in financial services, wealth management, tax, accounting, banking, legal, medical, or other professional services environment.
2. Experience with CRM systems such as Redtail or similar platforms.
3. Experience scanning, organizing, renaming, and saving digital documents.
4. Experience supporting high-net-worth clients, executives, or professional-service teams.
5. Experience with scheduling, meeting preparation, client hospitality, and office coordination.
6. Basic familiarity with compliance-sensitive or confidential client environments.
Why Epic Private Wealth
Epic Private Wealth is a boutique financial advisory firm delivering proactive tax advisory, tax preparation, monthly accounting and CFO services, financial planning, and investment management.
With offices in Washington and Arizona, we serve successful individuals, entrepreneurs, and families who expect discretion, sophistication, and exceptional service. Our team of CFP® professionals, investment advisors, tax professionals, and accountants works together to provide a seamless, white-glove experience designed to protect, grow, and preserve wealth.
This role is an opportunity to be part of a premium financial services firm with a high standard of service, professionalism, and execution.
Pay: From $19.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Please read before applying: This position is best suited for candidates with prior administrative office experience in a professional business environment. Applicants seeking remote work, temporary employment, or entry-level positions without office experience may find this role is not a fit.
- Our Front Desk & Office Administrator is responsible for creating a warm, polished, and professional experience for every client, guest, and team member. What is it about this position and your background that makes you believe you are the best candidate to represent Epic Private Wealth? Please provide specific examples.
- This role requires someone who can manage multiple priorities, maintain a professional office environment, support advisors and leadership, protect client confidentiality, and anticipate office needs without constant supervision. Tell us about a time when you successfully balanced multiple responsibilities while providing exceptional customer service. What was the situation, what actions did you take, and what was the outcome?
Work Location: In person
