Client Services & Office Associate

Key Responsibilities:

• Welcome and assist clients and visitors at the reception area, ensuring a positive and professional first impression.

• Manage access control for building entry, including visitor check-in and badge issuance.

• Answer and direct incoming phone calls and emails related to client and office inquiries.

• Coordinate and schedule meeting rooms and support meeting setups with necessary equipment and materials.

• Assist with organizing and supporting client and internal company events, including logistics and guest management.

• Handle incoming and outgoing mail, packages, and courier services.

• Monitor and manage office supply inventory, placing orders when stock is low and maintaining accurate records.

• Maintain cleanliness and organization of reception and common office areas.

• Provide support activities to the executive support team as necessary

• Liaise with building management for routine maintenance, security issues, and facility requests.

• Keep track of office expenses related to supplies and client services.

• Help resolve client requests or issues promptly and escalate when necessary.

• Ensure compliance with office policies, safety regulations, and confidentiality standards.

• Coordinate transportation and accommodation arrangements for visitor's/client's/ executives when required.

• Maintain records of client visits, service requests, and office incidents.

• Communicate with vendors, contractors, and stakeholders.

• Support bank events prepared by HR and Marketing, including contacting vendors, organizing setups, and coordinating logistics.

• Provide support to the executive support team as needed, including agenda management when necessary.

• Serve as a backup team member within the department to ensure continuity of operations.

Education & Experience

• High school diploma or equivalent required; associate or bachelor's degree preferred.

• Minimum of 2 years of experience in office administration, reception, client services, or a similar role.

• Experience in a corporate or professional services environment is a plus.

Skills & Requirements

• Excellent verbal and written communication skills.

• Strong organizational and multitasking abilities.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Ability to work independently and as part of a team.

• Professional demeanor and customer-focused attitude.

• Attention to detail and problem-solving skills.

• Ability to handle confidential information with discretion.

Language Requirements

• Fluency in English is required.

• Portuguese and/or Spanish fluency is a strong plus.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.