Front Office Coordinator

Rubinbrown Llp•Clayton, MO

13d•Onsite

About The Position

RubinBrown is one of the nation's leading accounting and professional consulting firms with a commitment to building personal relationships and delivering totally satisfied clients. The RubinBrown name and reputation are synonymous with experience, integrity and value. RubinBrown has revenue of approximately $240 million with 1000+ team members across locations in Chicago, Denver, Kansas City, Las Vegas, Nashville, and St. Louis. Overview The Front Office Coordinator is the first point of contact in the office suite, setting the tone for Totally Satisfied Clients and Guests. This position serves as a key administrative support for the office and administrative operations. Greet all guests to the firm (clients, vendors and visitors) as they arrive at the office Create a warm, friendly and sincere environment Greet guests by name Offer guests newspapers Offer guests refreshments Validate parking tickets Converse with guests waiting in the lobby for a team member Maintain office appearance Organize newspapers, magazines and other periodicals Load and unload dishwasher daily Keep conference rooms, front desk area, and reception kitchenette clean and orderly Monitor and restock catering room supplies (drinks, paper towels, etc.) Notify office administrative 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 Create a warm, friendly and sincere environment Greet guests by name Offer guests newspapers Offer guests refreshments Validate parking tickets Converse with guests waiting in the lobby for a team member Organize newspapers, magazines and other periodicals Load and unload dishwasher daily Keep conference rooms, front desk area, and reception kitchenette clean and orderly Monitor and restock catering room supplies (drinks, paper towels, etc.) Notify office administrative manager of any needed facility repairs or light bulb replacements 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 Schedule food delivery prior to meeting, set up for the meeting, and clean up afterwards. Operate Switchboard Answer and transfer incoming calls Assist clients paying over the phone Determine the nature of each call Screen phone calls for team members Transfer calls into voicemail 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, executive assistants, etc.) or any other team member with administrative tasks such as: Assist set up and preparation for meetings and seminars Produce documents in Microsoft Word, Excel, and PowerPoint using designed templates Assist with distribution of invoices and statements to clients Assist with review of documents when requested Proofread documents when requested All other duties as assigned Schedule food delivery prior to meeting, set up for the meeting, and clean up afterwards. Answer and transfer incoming calls Assist clients paying over the phone Determine the nature of each call Screen phone calls for team members Transfer calls into voicemail Track incoming packages for team members and outgoing packages for clients Assist with incoming mail, outgoing packages and couriers, as needed Assist set up and preparation for meetings and seminars Produce documents in Microsoft Word, Excel, and PowerPoint using designed templates Assist with distribution of invoices and statements to clients Assist with review of documents when requested Proofread documents when requested

Requirements

High school diploma
Two to three years of office administrative support experience required
Proficiency in Microsoft Office programs (Word, Excel, PowerPoint required)
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
The typical office hours are 8:00 a.m. to 5:00 p.m.
Ability to work extra hours February through April
Travel for this position will be minimal
Ability to sit for long periods of time
Ability to move throughout office
Ability to lift, carry, push, pull up to 10 pounds
Ability to speak English to communicate with clients, team members, etc...

Nice To Haves

One year of receptionist experience preferred
Superior interpersonal skills, professional presence and strong client service background preferred
Must be able to handle multiple projects simultaneously in a fast-paced environment
Attention to detail and quality
Ability to multi-task

Responsibilities

Greet all guests to the firm (clients, vendors and visitors) as they arrive at the office
Create a warm, friendly and sincere environment
Greet guests by name
Offer guests newspapers
Offer guests refreshments
Validate parking tickets
Converse with guests waiting in the lobby for a team member
Maintain office appearance
Organize newspapers, magazines and other periodicals
Load and unload dishwasher daily
Keep conference rooms, front desk area, and reception kitchenette clean and orderly
Monitor and restock catering room supplies (drinks, paper towels, etc.)
Notify office administrative 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
Schedule food delivery prior to meeting, set up for the meeting, and clean up afterwards.
Operate Switchboard
Answer and transfer incoming calls
Assist clients paying over the phone
Determine the nature of each call
Screen phone calls for team members
Transfer calls into voicemail
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, executive assistants, etc.) or any other team member with administrative tasks such as:
Assist set up and preparation for meetings and seminars
Produce documents in Microsoft Word, Excel, and PowerPoint using designed templates
Assist with distribution of invoices and statements to clients
Assist with review of documents when requested
Proofread documents when requested
All other duties as assigned