Administrative Receptionist

GoldBook Financial•La Jolla, CA

1d•Onsite

About The Position

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.

Requirements

Strong Microsoft Office skills (Outlook, Word, Excel and PowerPoint)
Good technology skills
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
Positive and professional attitude
Dependable
Punctual
Ability to remain calm under pressure
Presents an appropriate professional appearance and demeanor
Embraces change with optimism and positivity
Takes pride in output and ownership in delivering superior results
Cares about quality and representing the GoldBook brand

Nice To Haves

Associate degree or higher preferred or equivalent
2+ years of previous experience in customer service or in an admin/receptionist position for a Financial Service firm is preferred but not required

Responsibilities

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
Coordinate with all external facility vendors (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
Assist 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