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Full-timeDescriptionThe Receptionist/Office Assistant is responsible for greeting visitors, answering incoming telephone calls, and performing various routine office support functions. Please note that this role requires in-office presence full time Monday through Friday from 8:00am-5:00pm EST and there is not an opportunity to work remotely.
Principal Accountabilities:
1. Manages the front desk and receptionist responsibilities, ensuring a warm and welcoming first impression of Blue Trust and the office.
- Greets and obtains visitor's name and directs visitor to appropriate destination.
- Answers incoming telephone calls in a cordial and timely manner; provides routine information to caller or refers the caller to the appropriate staff member. Takes clear and concise messages when appropriate.
- Serves as primary contact for phone system, and programs and updates phone system as needed.
- Maintains reception area and break room in a neat and orderly fashion according to daily procedures.
- Understands and supports the financial planning philosophy and biblical basis upon which Blue Trust serves its client base.
2. Performs routine administrative tasks to facilitate smooth operations of general office functions.
- Using Microsoft Word, processes routine correspondence with speed and accuracy and in keeping with the highest business standards.
- May be responsible to scan and/or file confidential correspondence and other information in adherence to office compliance standards.
- Maintains and communicates updates of distribution lists to staff in a timely, proactive manner.
- Provides overflow support to Client Service Associates as needed to ensure branch-wide objectives are completed in a timely, accurate manner.
- Supports Branch on special branch-wide projects as needed.
- Orders and purchases supplies necessary for the efficient operation of the office within budget limitations.
- Coordinates and serves as primary contact for maintenance and repairs of all office machinery.
- Collects and processes outgoing mail operating related machines and distributes incoming mail to appropriate staff in a timely manner.
- Provides administrative office support functions as requested by reporting manager and broader branch personnel as needed/requested.
- Serves as primary contact for building management for repair/temperature requests.
- May assist Operations Supervisor with the following non-client related responsibilities:
a. Assist with scheduling appointments and video conference calls. b. Maintains admin team responsibilities to keep EOS (ninety.io) current. c. Participates in certain Level 10 meetings to coordinate the meeting, update the rocks and issues, and help keep track of certain to-dos. d. Coordinates office-wide communications and meetings. e. Coordinates various activities with the national office. f.
Performs all other related duties as assigned or directed by the Operations Supervisor. g. Assist with awards and recognition, including gathering mission accomplished stories. 3. Performs all other related duties as assigned or directed by management.
- Approaches work, interactions, and relationships in a manner consistent with the Company’s Core Values.
- Maintains the highest Compliance standards by adhering to the company's Human Resources guidelines, Compliance policies and procedures, professional designation standards, and industry's regulatory standards to mitigate risk to the company.
Requirements
- Excellent service and hospitality skills with internal team members and external clients
- Ability to make independent judgment as well as take direction from others
- Basic to intermediate Microsoft Office skills
- Capability to excel in a team environment as well as working independently
- Desire to serve clients and co-workers with excellence
- Strong communication skills, both verbal and written
- Strong organizational, general office and administrative skills
- Basic business mathematical skills and keen attention to detail
- Personal integrity and ability to discreetly handle confidential data
- Comfort working in a fast-paced environment that requires flexibility and responsiveness
- Must be able to lift up to 20 pounds
Education, Experience & Skills:
- Minimum of one (1) year prior related experience in a customer service environment preferred.
