Administrative Receptionist

GoldBook Financial LLC; San Diego (CA); On-site; USD 25,000 - 36,000; Part time

Job summary

GoldBook Financial LLC is seeking a part-time front desk administrator to greet clients and guests, answer calls, and manage daily office operations in San Diego. The role supports multiple departments and coordinates with vendors to maintain supplies and facilities.

Ideal candidates have strong customer service, attention to detail, and the ability to multi-task in a fast-paced environment. Prior admin or receptionist experience is preferred but not required.

Qualifications

• Associate degree or higher preferred or equivalent experience.
• 2+ years of customer service or administrative/front desk experience preferred but not required.

Responsibilities

• Greet and welcome clients, associates and guests in a professional, friendly manner; manage front desk and reception area.
• Answer and route front desk calls promptly.
• Coordinate with external facility vendors for maintenance and supplies.
• Maintain and reorder office, kitchen, printer supplies, and coffee.
• Handle mail, packages, and postage; manage conference room scheduling.
• Provide onboarding support and training to new staff on office systems.
• Support other departments with administrative tasks as needed.
• Additional duties and/or special projects as assigned.

Skills

Customer service

Attention to detail

Planning and organization

Team player

Multi-tasking

Oral and written communication

Education

Associate degree or higher

Tools

Microsoft Office Suite

Job description

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