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Front Office Coordinator/Team Assistant

Job ID: EB-6579088306

Send your resume to researchcoordinator@insearchsf.com with the job ID

POSITION: 

Front Office Coordinator/Team Assistant

 

ATTRACTIVE FACTORS: 

  • Positive culture and office environment.
  • Small, collaborative team with high exposure to investments.
  • Team is low ego, high integrity and everyone has strong tenure with the company.
  • Business casual, most of the team wears jeans.
  • Daily catered lunch with fully stocked kitchen.
  • Great benefits including FSA account.
  • Potential to work from home one day a week.

 

KEY RESPONSIBILITIES: 

Front Office Responsibilities:

  • Greet employees and their guests in an upbeat, prompt, professional and efficient manner.
  • Manage all incoming calls and transfer to appropriate staff members.
  • Serve as first point of contact for guests while managing conference room schedule and security list.
  • Build a rapport with employees and external guests and stay on top of evolving situations and priorities.
  • Set up daily lunch order for the firm via Forkable and manage catering for all internal meetings.
  • Responsible for all front of the house items, including but not limited to, keeping reception area and conference rooms tidy and professional.
  • Restocking and tidying the main kitchen and 21st floor coffee, beverages, and snack cart.
  • Print and bind presentations for investment meetings as needed. o Liaise with office vendors, maintain supplies inventory, and order stock as needed. o Receive and deliver all incoming/outgoing mail and deliveries.
  • Set up presentations, Zoom and conference calls for meetings in conference rooms.
  • Review office invoices weekly and send to payables for approval.

Administrative Assistant Responsibilities:

  • Support a team of junior investment employees with occasional travel arrangements and light administrative support.
  • Reconcile monthly expense reports on behalf of investment team and office AmEx card.
  • Work closely with CAO & her EA /SF Office Coordinator when necessary and provide support coverage as needed.

TOP KEYS FOR CLIENT: 

  • Bachelor’s degree strongly preferred.
  • 2+ years’ experience in administration or customer service.
  • Strong communication and interpersonal skills and ability to build relationships with a wide variety of individuals, internally and externally.
  • Uphold utmost confidentiality and professionalism throughout the office.
  • Proactive, polished, and professional demeanor.
  • Ability to exercise independent judgment and excellent problem-solving skills.
  • Eager to learn and take on more responsibility over time.
  • Willingness and enthusiasm to help wherever needed.
  • Proficient in Microsoft Office and expense reporting systems such as Concur a plus.