Front Office Coordinator

RubinBrown Career • St. Louis, MO

1d • 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.

Requirements

• High school diploma
• Two to three years of office administrative support experience required
• Ability to handle multiple projects simultaneously in a fast-paced environment
• Attention to detail and quality
• Ability to multi-task
• 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
• 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

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees