Office Services Associate

Office Assistant

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.

• 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.
• Manage 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

• 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