Front Desk Receptionist

As the first point of contact for the agency, based in our Coral Gables location, the front desk personnel shall facilitate positive contact and communication between visitors and agency staff and/or financial representatives by physically or virtually greeting visitors at multiple office locations. In addition to fielding incoming phone calls, he/she will also offer support by performing administrative and clerical tasks, including the handling and distribution of correspondence.

• ● Physically or virtually greet and welcome all visitors and direct them to the appropriate staff, agent, or registered representative via the Virtual Assistant system.
• ● Notify appropriate personnel when a visitor with an appointment arrives.
• ● Ensure reception and waiting area are tidy, presentable, and properly stocked.
• ● Answer, screen, and transfer incoming phone calls, and take messages when necessary.
• ● Monitor and order office supplies when necessary.
• ● Process, sort, and distribute all incoming mail and prepare outgoing mail for pickup, including assessment of supply delivery. This includes facsimiles.
• ● Create UPS Waybills requested by staff or representatives as directed.
• ● Coordinating building access for new hires.
• ● Administering current floor plan, including office assignments and conference room reservations.
• ● Serve as a backup for processing and mailing securities (MMLIS) checks received pursuant to Home Office policy.
• ● Perform clerical and administrative services for staff and agents as needed and related to duties as assigned by management.

• ● Excellent customer-oriented approach.
• ● Strong communication and people skills.
• ● Professional attitude and appearance that promotes a positive image for the agency.
• ● Hight attention to detail and excellent organizational skills.
• ● Multitasking and time-management skills, with the ability to prioritize task/assignments.
• ● Ability to be resourceful and proactive when issues arise.
• ● Hands-on experience with office equipment.
• ● Proficient with Microsoft Office Suite or similar software.