POSITION SUMMARY & OVERALL PURPOSE: The purpose of this part-time position is to perform various administrative and office support duties as needed at the Front Desk as well as assistance to other departments within the firm. This high-energy, detail-oriented positive person represents the first impression of GoldBook Financial to clients, associates and guests of the firm. JOB ACCOUNTABILITIES: Duties • Greet and welcome all clients, associates and guests in a professional, friendly, and hospitable manner; announce visitors promptly to appropriate advisors or staff members; maintain a neat and orderly Front Desk, Reception area and general office area; ensure break room, lobby area and conference rooms are stocked, neat and tidy • Answer Front Desk telephone calls and ensure that they are transferred or handled promptly and properly • Coordinate with all external facility vendors (Iron Mountain, Parks Coffee, Sparklett’s, etc.) for maintenance, supplies and service • Maintain and order all office supplies, kitchen supplies, printer supplies, coffee, etc. through approved vendors, ensuring that items are always on hand • Maintain office and kitchen machinery and supplies including postage meter and photocopier • Distribute incoming mail including US mail and UPS • Sign for, receive and distribute packages delivered to agency • Open, review, stamp and comply with all incoming/outgoing mail, check and fax correspondence according to compliance and supervisory guidelines • Post agency outgoing mail and prepare UPS packages daily • Prepare and send any Home Office/detached mail • Schedule conference room meetings and train advisors on scheduling conference rooms • Prepare welcome packets and prepare assigned workspace for new advisors, staff and assistants • Provide telephone and voicemail training to new advisors, staff and assistants • Assist with event planning and meal ordering • New advisor, staff and assistant onboarding to include the set-up of workspace, printer setup, issuance of keys and badges • Provides administrative support to other departments • Additional duties and/or special projects as assigned JOB COMPETENCIES: Required Knowledge • Strong Microsoft Office skills (Outlook, Word, Excel and PowerPoint) • Good technology skills Required Skills/Abilities • Consistently presents a friendly, cheerful and positive demeanor with the clients, associates and guests • Has a strong sense of urgency about solving problems and completing tasks and assignments • Reads situations quickly and accurately • Ability to self-manage as well as resolve issues on own • Oral and written communication skills • Listening skills • Customer service skills • Attention to detail • Planning and organization skills • Is a team player • Ability to multi-task and prioritize multiple projects and needs with a smile • Ability to quickly ‘catch on’ to tasks, projects, needs • Dedicated to exceeding internal and external client expectations and experience • Keeps others informed on the status of assigned work Required Behaviors/Attitudes • Positive and professional attitude • Dependable • Punctual • Ability to remain calm under pressure • Presents an appropriate professional appearance and demeanor • Embraces change with optimism and positivity • Takes pride in output and ownership in delivering superior results • Cares about quality and representing the GoldBook brand EDUCATION/EXPERIENCE/LICENSE REQUIREMENTS: Education: Associate degree or higher preferred or equivalent Experience: 2+ years of previous experience in customer service or in an admin/receptionist position for a Financial Service firm is preferred but not required License Requirement: None