Receptionist / Office Coordinator

EMPLOYMENT TYPE: Permanent

DEPARTMENT: Private Client

DIVISION: Private Client Services

WORKPLACE STRUCTURE: Hybrid

Role Overview

PURPOSE OF JOB

JTC Trust Company (South Dakota) Ltd. is seeking a Receptionist/Office Coordinator for our Sioux Falls – North Phillips Avenue office. Reporting to the Office Head, this role plays a key part in supporting the Private Client Services division by ensuring smooth, uninterrupted office operations and assisting the team across in day-to-day business operations. As Receptionist/Office Coordinator, you will be the first point of contact for visitors and callers, maintain a welcoming and professional atmosphere, and provide critical administrative assistance that allows the team to focus on client service and their core responsibilities.

Main Responsibilities And Duties

• Serve as the initial point of contact for all incoming calls and visitors, consistently delivering prompt, friendly, and professional service in line with JTC standards.
• Answer, screen, and route incoming phone calls, and take and relay accurate messages when required.
• Greet and welcome clients, intermediaries, vendors, and guests, fostering a welcoming environment for everyone entering our office.
• Manage scheduling and set up meeting rooms, including arranging necessary supplies and refreshments according to office guidelines.
• Monitor inventory and conduct regular stock checks for office supplies, kitchen, and catering needs; place orders as required following company policy.
• Prepare workstations and coordinate logistics for new employee onboarding, including computer and telephone setup.
• Maintain, track, and secure office keys, ensuring a reliable system for safekeeping and duplication.
• Communicate with vendors and building management regarding office or facility needs, supply orders, and maintenance requests.
• Report and monitor the status of office repairs or maintenance needs, such as HVAC, lighting, or cleaning services.
• Liaise with IT support for troubleshooting, tech upgrades, and ongoing maintenance.
• Assist with planning and organizing office events, celebrations, and staff gatherings.
• Support office health and safety protocols, including coordinating fire drills and maintaining first aid kits and health-related equipment.
• Prepare, submit, and track expense reports, payment disbursements, and reconcile petty cash as necessary.
• Draft and circulate internal announcements and communications at the direction of management.
• Provide administrative support to team leads and management, including photocopying, filing, document binding, and file creation.
• Address general office management matters as they arise.
• Coordinate incoming and outgoing mail and courier services, including sorting, scanning, distribution, and maintaining courier logs.
• Oversee office archiving and filing processes, maintaining accurate records with management and external vendors.
• Support team leads and management with ad hoc project work as needed.
• Take on other responsibilities and tasks as assigned by the Office Head or Senior Management.
• Follow CPD (Continuing Professional Development) requirements as per qualification level and JTC policy.
• Uphold JTC’s core values and guiding principles in all workplace activities.
  
  

Essential Requirements

• In-office, on-site role at the Sioux Falls (North Phillips Avenue) location.
• Previous experience in office administration or reception.
• Exceptional communication and interpersonal skills in person and by phone.
• Excellent organizational skills with ability to manage multiple tasks effectively.
• Proficiency with standard office software (e.g., Microsoft Office) and equipment.
• Demonstrated ability to work well both independently and as part of a team.
• Bilingual English/Spanish preferred but not required.
  
  

OUR COMMITMENT TO INCLUSION & WELLBEING

JTC is committed to fostering a healthy, inclusive organisation where all individuals feel welcome and feel able to participate in the workplace fully. We value different perspectives, backgrounds and lived experiences. This includes supporting employee wellbeing so that people feel equipped to thrive.