OVERALL FUNCTION

The responsibility of the Front Office Manager is to serve as the primary contact for customers, clients, financial representatives, and staff and to assist with administrative office duties as needed. Specific responsibilities include but will not be limited to:

Reception Duties

• Greet visitors and direct them appropriately
• Answer, screen, and record telephone calls
• Maintain telephone system and office directory
• Maintain professional appearance of the lobby and a clean kitchen area
• Process incoming and outgoing mail; deliver outgoing mail to Post Office; check handling
• Maintain the reception area
• Make copies, send, and distribute faxes and maintain copy and fax machines
• Maintain inventory and order office supplies as needed
• Answer basic client questions
• Cross-train in other support roles

Administrative Procedures

• Complete and/or assist with projects as assigned by the Managing Director or other office leaders
• Review all home office communication and disperse information to the office as appropriate
• Organize, plan, and facilitate firm office events
• Act as administrative support for financial representatives/staff as needed
• Establish administrative procedures to ensure that the business needs of the district network office and the requirements of the home office are met
• Work in partnership with the Managing Director to plan for office development; recommend changes in equipment, office space or layout, and support necessitated by development plans
• Develop and maintain an agency manual of policies, procedures, and practices

Facilities Management

• Weekly inspect the office space and order necessary repairs or recommend replacement/improvement when necessary
• Establish, implement, and maintain adequate security and safety procedures
• Recommend alterations in physical space layout to meet the needs of office development
• Coordinate and manage office moves and remodels
• Research available technology and recommend changes in equipment when necessary
• Purchase and assure proper maintenance of office equipment, furniture, computers, phone system and office supplies

QUALIFICATIONS

• Bachelor's degree preferred, or an equivalent combination of education and/or experience
• Customer service experience strongly preferred
• Professional office experience preferred
• Superior written and oral communication skills
• Ability to take independent action and make sound decisions
• Proficient with technology; ability to make informed decisions about hardware and software support
• Proficient in Microsoft Office applications
• Ability to work as a team and independent equally as effective
• Ability to handle detailed work with high degree of accuracy
• Excellent interpersonal skills: ability to work effectively with people at all levels
• Ability to problem-solve
• High level of organizational skills and attention to detail
• Ability to juggle multiple tasks at once and prioritize
• Open to part-time work (9AM-2PM, M-F)