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Open nowPosted 3 days ago

Administrative Receptionist

GoldBook Financial5 open roles

Pay
$19 an hour
Where
La Jolla, CA, US
Work mode
On site
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Your applicationOpen nowAdministrative ReceptionistGoldBook Financial · La Jolla, CA, US

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  4. CV RocketApplied on GoldBook Financial's own form.

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The clock on this job

Early applications get read.

12.3% of postings close within 7 days. Measured by our own scanner across the market. GoldBook Financial postings stay open a median of 3 days.

Share of postings closed within
  1. 2.1%1 day
  2. 4.5%3 days
  3. 12.3%7 days
  4. 19.3%14 days
  5. 35.6%30 days
  6. 58.1%60 days
This job: posted 3 days ago

GoldBook Financial median: 3 days open

The posting

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

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