Trust Receptionist

Towne Family of Companies•Newport News, VA

11d•Onsite

About The Position

Under general supervision, performs assigned administrative and reception duties and functions in support of the Trust Company personnel. This role involves managing the main telephone switchboard, monitoring building access, processing office mail, preparing correspondence, and responding to client inquiries. The position also ensures meeting rooms are maintained, orders company supplies, and coordinates with office maintenance vendors. Additionally, it requires daily balancing with the company accounting system, performing data entry, and adhering to federal laws and regulations like AML and BSA.

Requirements

Intermediate level knowledge of MS Office with the ability to learn other job specific software applications.
Knowledge of office technology and peripherals.
High level of professionalism.
Strong written and oral communication skills and ability to distill and convey information in a compelling manner.
Skill in adopting technological advancements and facilitating into current and future responsibilities.
Skill in discovering and working to meet underlying needs, following through on questions, requests, and complaints.
Ability to readily modify, respond to and integrate change with minimal personal resistance.
Ability to anticipate, monitor, and meet the needs of members (internal and external) and respond in an appropriate manner.
High school graduate or GED.
Minimum 1 year experience in a receptionist or administrative assistant role.

Nice To Haves

Experience in Financial Services or Trust Company preferred.

Responsibilities

Provides general administrative and clerical support as requested.
Operates main telephone switchboard and assists callers by transferring them to the appropriate party or taking messages from the caller.
Monitors building access for all visitors, directs them to the appropriate suite.
Processes all office mail (sort, open, label, scan) prepares for bill pay process.
Prepares and maintains correspondence, forms and letters as needed.
Responds to and directs all client inquiries to the proper administrator or assistant.
Maintains all address changes for clients according to procedures.
Deals professionally with inquiries from the public as well as clients.
Ensures all meeting rooms are well-maintained, organized, and presentable for scheduled events and daily use.
Orders and maintains company supplies.
Maintains requests and directs all office maintenance vendors as needed (HVAC, facilities, etc.).
Daily balancing with company accounting system to checking account; various reconciliation processes as needed.
Perform various data entry into accounting system as requested.
Adheres to applicable federal laws, rules, and regulations including those related to Anti-Money Laundering (AML) and the Bank Secrecy Act (BSA).
Other duties as assigned.