Administrative Receptionist

JOB ACCOUNTABILITIES: DutiesGreet 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 tidyAnswer Front Desk telephone calls and ensure that they are transferred or handled promptly and properlyCoordinate with all external facility vendors (Iron Mountain, Parks Coffee, Sparklett’s, etc.) for maintenance, supplies and serviceMaintain and order all office supplies, kitchen supplies, printer supplies, coffee, etc. through approved vendors, ensuring that items are always on handMaintain office and kitchen machinery and supplies including postage meter and photocopierDistribute incoming mail including US mail and UPSSign for, receive and distribute packages delivered to agencyOpen, review, stamp and comply with all incoming/outgoing mail, check and fax correspondence according to compliance and supervisory guidelinesPost agency outgoing mail and prepare UPS packages dailyPrepare and send any Home Office/detached mailSchedule conference room meetings and train advisors on scheduling conference roomsPrepare welcome packets and prepare assigned workspace for new advisors, staff and assistantsProvide telephone and voicemail training to new advisors, staff and assistantsAssist with event planning and meal orderingNew advisor, staff and assistant onboarding to include the set-up of workspace, printer setup, issuance of keys and badgesProvides administrative support to other departmentsAdditional duties and/or special projects as assignedJOB COMPETENCIES:Required KnowledgeStrong Microsoft Office skills (Outlook, Word, Excel and PowerPoint) Good technology skillsRequired Skills/AbilitiesConsistently presents a friendly, cheerful and positive demeanor with the clients, associates and guestsHas a strong sense of urgency about solving problems and completing tasks and assignmentsReads situations quickly and accuratelyAbility to self-manage as well as resolve issues on ownOral and written communication skillsListening skillsCustomer service skillsAttention to detailPlanning and organization skillsIs a team playerAbility to multi-task and prioritize multiple projects and needs with a smileAbility to quickly ‘catch on’ to tasks, projects, needsDedicated to exceeding internal and external client expectations and experienceKeeps others informed on the status of assigned workRequired Behaviors/AttitudesPositive and professional attitudeDependablePunctualAbility to remain calm under pressurePresents an appropriate professional appearance and demeanorEmbraces change with optimism and positivityTakes pride in output and ownership in delivering superior resultsCares about quality and representing the GoldBook brandEDUCATION/EXPERIENCE/LICENSE REQUIREMENTS:Education: Associate degree or higher preferred or equivalentExperience: 2+ years of previous experience in customer service or in an admin/receptionist position for a Financial Service firm is preferred but not requiredLicense Requirement: None