Office Services Associate

The Office Assistant is the first impression for all visitors, prospects, clients and team members. They play an important role in creating a welcoming environment and keeping the office running efficiently.

Responsibilities:

•    Answer incoming phone calls professionally and direct inquiries appropriately
•    Create a welcoming environment for clients and team members; treat every touchpoint as an opportunity to exceed expectations
•    Manage all office events and meetings, including assigning and preparing conference rooms, ordering lunches, and planning/executing team member events
•    Prepare outgoing and overnight mail; collect and distribute incoming mail
•    Prepare and deliver Wealth Management Review documentation
•    Ensure all office areas are operational, clean, organized, and ready for guests and team member use at all times
•    Act as liaison for Property Management firm; schedule onsite maintenance and proactively identify/report areas of concern
•    Collaborate with internal Cetera teams; Office Services, etc.
•    Mange vendor relationships and contract/invoices
•    Schedule office equipment maintenance or replacement as needed
•    Plan and coordinate team member and client gifts and swag
•    Manage all office and kitchen inventory, including invoice and budget tracking

Required Qualifications:
•    High school diploma or equivalent
•    2+ years of experience in an administrative, office support or customer service role
•    Excellent verbal and written communication skills
•    Strong organizational and time management abilities
•    Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and basic office equipment
•    Ability to multitask and prioritize in a fast-paced environment
•    Professional demeanor and customer service orientation
•    Attention to detail and problem-solving skills
•    Ability to work independently and collaboratively with cross-functional teams
•    Experience coordinating meetings, events, and managing office supplies and vendors
•    Familiarity with budgeting and invoice tracking is a plus

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