Job Description

Position Overview

The Receptionist is responsible for meeting and creating clients, answering and routing phone calls and performing other essential duties as required by the District Advisor (DA) or Office Manager (OM).

Responsibilities

• Coordinate and answering the phone to free Administrative Assistant’s (AA) to complete other tasks
• Check the telephone answering machine each morning and notify the appropriate Advisor or AA of messages
• Ensure all supplies and forms are current and available as per compliance SOPs and order as necessary
• Monitor stock of general office supplies and order as needed
• Sort and distribute mail and ensure office mail goes out at least once a day and more often if necessary
• Keep common areas neat and clean
• Maintain a current and accurate district roster
• Greet clients and inform Administrative Assistant/Client Contact Specialist or Advisor of their arrival and make clients as comfortable as possible
• Be a team player in the office by presenting a professional appearance and demeanor and by assisting the clients and other office personnel as needed
• Prepare birthday, anniversary, and other cards as necessary for the DA
• Prepare express mail envelopes as needed and ensure pickup or drop off
• Ensure distribution of incoming faxes and transmission of outgoing faxes
• Maintain combined daily appointment schedule for all Advisors
• Perform other duties as requested by the DA

Minimum Requirements

• Excellent organizational, written and verbal communication skills
• Proficient in MS Office products specifically Word and Excel
• Ability to handle multiple tasks and thrive in a fast paced environment
• Self-motivated
• High school diploma or equivalent

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