Receptionist and Office Manager (Exec Admin)

Focus Financial Network, Inc.; Minnetonka (MN); On-site; USD 34,000 - 48,000; Full time

Job summary

Focus Financial is seeking an in-person Office Manager & Receptionist for our Minnetonka office. This role includes executive administrative support to the COO and handling corporate admin duties.

Responsibilities include greeting guests, handling multi-line calls, managing mail and documents in Docupace, coordinating events, travel, expenses, and vendor records, while maintaining office supplies and facility needs.

Qualifications

• Professional appearance and demeanor.
• Excellent customer service skills and organizational abilities.
• Interpersonal skills to create a pleasant experience for all guests.
• Clear, effective communication with guests, vendors and colleagues.
• Multitasking and time management with the ability to prioritize tasks.
• High attention to detail and accuracy.
• Ability to work independently and proactively resolve issues.

Responsibilities

• Serve as the face of the company, offering prompt, friendly and professional service to those entering the office or calling in on the phone.
• Answering, screening and forwarding inbound phone calls on multi-line system promptly and professionally.
• Communicate updates, newsletters and important information to the office in a timely manner.
• Upload and enter client data, forms, and documents in the electronic document management system (Docupace) daily.
• Retrieve mail, sort and deliver, track UPS packages and maintain mail workflows.
• Maintain security by following procedures and monitoring guest arrivals and departures.
• Keep office and equipment clean and coordinated with vendors for maintenance.
• Provide exceptional guest and client service; order and maintain office supplies.
• Organize office events, meetings and monthly celebrations.
• Coordinate with property management on day-to-day maintenance requests.
• Provide executive administrative support to the COO, including calendar coordination, travel, expenses and document support.
• Assist with executive communications, meetings, materials and follow-up tasks.
• Document vendor management due diligence and organize records.
• Data entry to keep internal systems accurate and up to date.
• Support corporate team projects and office events.

Skills

Customer service

Organizational skills

Interpersonal skills

Communication skills

Multitasking

Attention to detail

Independent work

Resourceful

Tools

Microsoft Office Suite

Job description

Office Manager & Receptionist Job Description

Focus Financial is hiring for an in person receptionist/office manager in our Minnetonka office. This role is multi-faceted as it will also provide executive admin support to the COO and perform administrative work for the corporate team.

Essential Functions

• Serve as the face of the company, offering prompt, friendly and professional service to those entering the office or calling in on the phone.
• Answering, screening and forwarding inbound phone calls on multi-line phone system promptly, in a professional manner.
• Communicate to the office with any email updates, monthly newsletters and important information in a timely manner.
• Upload and enter client data, forms, and documents in the electronic document management system (Docupace) on a daily basis.
• Retrieve incoming mail from mailbox and deliver outgoing mail to mailbox/UPS box. Sort mail into mailboxes according to established procedures. Using UPS website, track UPS packages to confirm delivery.
• Maintains security by following procedures and monitoring guests’ arrivals and departures.
• Keeps a safe, functioning, and clean office and office equipment by monitoring the office conditions, provide general cleaning where necessary and coordinating with property manager and/or vendors for maintenance and cleaning needs.
• Provide exceptional guest and client service.
• Ordering and maintaining office supplies.

• Organize office events, schedule office wholesaler meetings, and monthly birthday celebrations.

• Primary liaison with property management for day-to-day maintenance requests.
• Recognize and suggest efficiencies where needed.
• Provide executive administrative support to the COO, including calendar coordination, meeting preparation, travel coordination, expense report preparation and submission, document assistance, follow-up tracking, and other administrative tasks as needed.

• Assist with executive communications and coordination, including scheduling internal and external meetings, preparing materials, organizing information, and helping ensure timely completion of assigned follow-up items.
• Assist with documenting vendor management due diligence and organizing vendor contracts and related records.
• Perform data entry to keep internal systems, records, and files accurate and up to date.
• Assist with corporate team projects as needed.

• Organize corporate office events, and client events.
• Other projects/duties as assigned.

• Order office supplies and other materials as needed.
• Recognize and suggest efficiencies where needed.

Demands in the Role

• Able to work with regular interruptions and maintain professional, positive, and friendly demeanor.
• Learn new processes and/or software applications as needed.
• Effectively manage difficult or demanding clients.
• Maintain a high level of confidentiality.
• Flexible to take on new tasks and assignments.

Job Skill & Qualifications

• Professional attitude and appearance
• Excellent customer service skills and organizational skills
• Interpersonal skills to create a pleasant experience for all guests
• Great communications skills to interact clearly with guests, vendors and colleagues
• Multitasking and time-management skills, with the ability to prioritize tasks
• High attention to detail
• Ability to work independently
• Ability to be resourceful and proactive when issues arise
• Proficient in Microsoft Office Suite

Compensation

Hourly wage range: $25.00–$35.00 per hour, depending on experience and qualifications.