Front Desk & Administrative Specialist
RubinBrown LLP•Las Vegas, NV
•Onsite
About The Position
The Front Desk & Administrative Specialist is a key participant in creating the RubinBrown experience for our clients and guests. This position will serve as the initial contact for guests visiting our office and a key administrative support person for the office and administrative team.
Requirements
- High school diploma
- Two to three years of office administrative support experience required
- Must be able to handle multiple projects simultaneously in a fast paced environment
- Attention to detail and quality
- Proficiency in Microsoft Office programs required (Outlook, Word, Excel, PowerPoint)
- Ability to effectively utilize technology and a commitment to learn in the technology environment
- Excellent verbal and written communication skills
- Strict adherence to professional ethics
Nice To Haves
- One year of receptionist experience, preferred
- Superior interpersonal skills, professional presence and strong client service background, preferred
Responsibilities
- Greet all guests to the firm (clients, vendors and visitors) as they arrive at the office
- Create a warm, friendly and sincere environment
- Offer guests refreshments
- Maintain office appearance and daily setup
- Organize newspapers and magazines
- Load and unload dishwasher daily
- Keep conference rooms, front desk area, and reception kitchenette clean and orderly
- Monitoring and restocking of catering room supplies (drinks, paper towels, etc)
- Notify office admin. manager of any needed facility repairs or light bulb replacements
- Monitor use and availability of conference rooms
- Reserve rooms when requested
- Check equipment in conference rooms (phones, projectors, computers, etc.) daily and report to IT any damages
- Support with setting up Conference Room tablets, as needed
- Conference room table and chair coordination, as needed
- Food ordering/setup/cleanup for various meetings & trainings
- Scheduling food delivery prior to meeting, setting up for the meeting, and cleaning up afterwards
- Operate Switchboard
- Answer and transfer incoming calls
- Assist clients paying over the phone
- Coordination of needs: Communicating effectively to Team Members in timely manner of guest arrival, client needs, etc
- Mail operations
- Track incoming packages for team members and outgoing packages for clients
- Assist with incoming mail, outgoing packages and couriers, as needed
- Assist the administrative team (office services, administrative specialists, etc.) or any other team member with administrative tasks
- Produce documents in Microsoft Word, Excel, and PowerPoint using designed templates
- Proofread documents when requested
- Assist with billing, engagement letter and/or new client set ups
- Assist set up and preparation for meetings and seminars
- Assist with team member birthday emails and gifts
- All other duties as assigned
Benefits
- Benefits [https://www.rubinbrown.com/benefits/]
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
