Administrative Associate - Receptionist

Job Description

Job Description

About Entrust

The Entrust Group is a pioneer in the world of self-direction. For 40 years, we’ve provided account administration services for self-directed retirement accounts and tax-advantaged plans. As a Self-Directed IRA administrator, Entrust assists clients in purchasing alternative investments with their retirement funds that are typically unavailable through banks and brokerage firms. With an Entrust Self-Directed IRA, clients can develop a more resilient and diversified portfolio by investing in assets such as real estate properties, precious metals, start-ups, private equity, loans and more.

Job Summary

An Admin Associate at The Entrust Group is vital to the inner workings of the company. They are often the first person that not only handles communications with clients, but they are also someone employees often turn to for assistance on everything from mail to supplies. One of the missions of The Entrust Group is to provide clients with personal, professional services and the duty of the Receptionist is essential to this mission. 

The Receptionist will open and deliver mail, answer calls and emails, maintain and keep track of supplies for the office, and handle vital and sensitive documents in a timely manner. You will be a member of the Administrative Team – a department that interacts with all employees throughout the workday – and report to the Administrative Team Manager.

Responsibilities

The duties and responsibilities of the role include, but are not limited to the following:

Front Desk Responsibilities:

• Greet visitors and employees with a positive, helpful attitude
• Helping maintain workplace security by having clients sign in and notifying the proper employee of a visitor’s arrival
• Preparing meeting rooms and managing the conference room and Hot Desk calendars
• Taking phone calls from clients and prospective clients in a professional manner, and transferring them to the appropriate department or employee
• Answering questions over the phone about basic information (client forms, contact information, etc.)
• Listening to voicemails and relaying the message accurately to the necessary staff

Handling mail:

• Opening, stamping, and delivering incoming mail to the appropriate staff
• Stamping and sending outgoing mail, and assisting staff as needed with sending overnight mail

Data entry:

• Naming scanned DocStar files in a timely manner
• Researching, naming, and forwarding mail to the correct clients
• Managing return mail project

• Managing the Fax Inbox:
  • Naming and sending faxes to the appropriate staff
  • Upkeep of the faxes that have been handled
• Supply/Snack Inventory:
  • In mornings, putting out snacks and drinks for employees
  • Refilling and reordering snacks and supplies as needed
  • Cleaning the coffee machines, counters, and tables
  • Handle monthly fridge cleans and microwave cleans
  • Keeping inventory of common supplies
• Assisting manager with maintaining the Admin Team Inbox:
  • Replying to and flagging emails from staff, and occasionally clients, in a timely manner as needed
  • Printing, mailing, and assisting as requested in emails as needed
• Assisting the admin team with back-up coverage and special duties as needed, including event planning, contacting vendors, including building maintenance, maintaining the asset vault, performing large mailings, changing client contact info when appropriate, and other special projects from team and upper management

 

Qualifications

• Experience in office administration, customer service, or related industries preferred
• Excellent communication, business writing, and data entry skills
• Strong critical thinking, information retention, and problem-solving skills
• Detail-oriented and a self-starter
• Proficient with Microsoft Office, Teams, and Adobe Acrobat
• Proven ability to handle multiple projects and prioritize workload
• Flexible and able to adapt to changing working environment, with a positive attitude while working across departments, with clients, and 3rd party vendors
• Deep sense of empathy and ability to communicate across diverse groups while holding to company policies and procedures
• Skills using 8x8 or other soft-phone programs are a plus

Education and Experience

• High school degree and/or Associates degree
• Event planning and supply ordering for 50 or more people
• Experience with HubSpot, working knowledge of assigning tasks and/or leads
• Experience with mail merges and working with a postage meter
• Bilingual skills are a plus, (particularly Spanish)

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Able to stand and walk for a minimum of 3 hours in an eight-hour workday.
• Hand use: continuous keyboarding, frequent simple grasping, and occasional fine manipulation
• Occasional bending, reaching, and twisting (waist level)