Job Description

Job Purpose:

We are seeking a professional and organized Office Assistant to be the first point of contact for our client. This person will provide reception duties and assist all employees with administrative tasks. You will play a key role in keeping the office running smoothly by managing day-to-day operations and providing exceptional service to our customers.

Duties and Responsibilities:

• Operate receptionist software to answer, screen, forward calls, and take messages.
• Greet visitors, determine the purpose of their visit, and direct them to the appropriate destination.
• Collect, sort, distribute, and prepare mail, messages, and courier deliveries.
• Maintain an inventory of documents for offsite storage.
• Manage the postage meter and overnight envelope preparation.
• Order office supplies and forms, ensuring the office stays well-stocked.
• Maintain the kitchen area, including ordering and stocking supplies.
• Develop and maintain required office compliance documents.
• Handle cashiering tasks such as processing incoming checks and managing money movements.
• Review and disseminate daily reports.
• Review daily trades and ensure accuracy.
• Transmit information or documents to customers via computer, mail, or fax.
• Maintain and scan customer correspondence for record-keeping purposes.

Qualifications:

Experience and Education

• A high school diploma and general office experience are required
• A FINRA Series 99 license is preferred, but not mandatory. The successful candidate will be required to pass the Series 99 regulatory exam within their first year of employment

Knowledge and Skills Required

• Customer and Personal Servic e: Strong understanding of customer needs, service quality standards, and customer satisfaction evaluation
• Clerical Skill s: Knowledge of administrative procedures, office software (Word, Excel, Outlook), and file management
• Time Managemen t: Ability to manage time effectively with minimal supervision
• Judgment and Decision Makin g: Able to weigh costs and benefits of potential actions and make the most appropriate decisions
• Professionalis m: As the first point of contact, the ideal candidate must maintain a professional demeanor and positive attitude

Tools/Technology Required

• Proficiency with general office technology including Microsoft Word, Excel, and Outlook
• Strong multitasking ability, phone experience, and attention to detail

Pay: $40,000-50,000

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