Administrative Receptionist

GoldBook Financial • La Jolla, CA

2d

About The Position

This part-time position performs administrative and office support duties at the Front Desk and assists other departments within the firm. The Administrative Receptionist is a first point of contact for GoldBook Financial clients, associates, and guests, and is expected to provide a professional, friendly, and hospitable experience.

The role includes welcoming and announcing visitors; answering and routing telephone calls; maintaining reception, office, break room, lobby, and conference areas; coordinating facility vendors; ordering and maintaining office and kitchen supplies and equipment; and handling incoming and outgoing mail, checks, faxes, and packages in accordance with compliance and supervisory guidelines. Additional duties include preparing for new employees, providing telephone and voicemail training, supporting conference room scheduling, assisting with events and meal orders, and providing administrative support to other departments. Other duties and special projects may be assigned.

Requirements

• Strong Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint.
• Good technology skills.
• Strong oral and written communication, listening, and customer service skills.
• Attention to detail and planning and organization skills.
• Ability to self-manage, resolve issues independently, and communicate the status of assigned work.
• Ability to multitask, prioritize multiple projects and needs, and remain calm under pressure.
• Friendly, cheerful, positive, professional, dependable, and punctual demeanor.
• Ability to adapt to change, take ownership of work, and maintain a professional appearance and demeanor.
• Associate degree or higher, or equivalent.
• No license is required.

Nice To Haves

• Associate degree or higher is preferred.
• Two or more years of previous customer service or administrative/receptionist experience in a financial services firm is preferred but not required.

Responsibilities

• Greet and welcome clients, associates, and guests; promptly announce visitors to the appropriate advisors or staff.
• Maintain neat and orderly Front Desk, reception, general office, break room, lobby, and conference room areas, including keeping them stocked.
• Answer Front Desk telephone calls and transfer or handle them promptly and properly.
• Coordinate maintenance, supplies, and services with external facility vendors.
• Order and maintain office, kitchen, printer, and coffee supplies through approved vendors.
• Maintain office and kitchen machinery and supplies, including the postage meter and photocopier.
• Distribute incoming US mail and UPS deliveries, and sign for, receive, and distribute packages.
• Open, review, stamp, and process incoming and outgoing mail, checks, and fax correspondence according to compliance and supervisory guidelines.
• Post outgoing agency mail and prepare UPS packages daily.
• Prepare and send Home Office and detached mail.
• Schedule conference room meetings and train advisors on conference room scheduling.
• Prepare welcome packets and assigned workspaces for new advisors, staff, and assistants.
• Provide telephone and voicemail training to new advisors, staff, and assistants.
• Assist with event planning and meal ordering.
• Support onboarding by setting up workspaces and printers and issuing keys and badges.
• Provide administrative support to other departments.
• Complete additional duties and special projects as assigned.

What This Job Offers

• Job Type: Part-time
• Education Level: Associate degree