Front Desk Associate

Job Description

Job Description

About Us

At Avior, we believe in more than just managing wealth; we are dedicated to helping individuals plan with intention, empowering them to live with greater purpose. Our organizational culture is the heartbeat of our success, rooted in core values that shape every aspect of our work environment.

Avior Core Values

We believe that the core foundation of our culture is a key driver to our success. It is very important that we share common values amongst our team. We strive to hire teammates who resonate with our core values:

• It’s Not Me, It’s We - We believe working together as a team, we are able to leverage our collective strengths, drive innovation, and achieve greater success than we could on our own.
• We Lead Through Service - We're committed to serving others with humility, generosity, and compassion. This means actively listening, continuously learning, and adapting to meet the needs of those we serve. By prioritizing humility in our service, we aim to make a positive impact in the lives of others and create positive change in our organization and communities.
• We Pursue Excellence - We believe that success is not just a matter of talent, but also of perseverance, dedication, and commitment. In the face of challenges or opportunities, we know that our commitment to hard work and loyalty will help us achieve our goals and make a positive impact on the world around us.
• We Shape the Future - We believe in the transformative power of imagination, creativity, and innovation to drive progress and shape the future. By sharing our knowledge and experience with one another, we foster a culture of innovation and leadership that leaves a lasting impact and reflects our shared vision and values.

Position Overview

The Front Desk Associate plays a crucial role in providing a positive first impression for our visitors and serving as a key point of contact for our clients and staff. This position involves managing the front desk, reception area and client meeting rooms, handling incoming calls, assisting with administrative tasks, and overseeing special projects as assigned.

Key Responsibilities

• Greet and welcome clients in a professional and friendly manner.
• Manage incoming calls, direct inquiries to the appropriate personnel, and provide accurate information professionally and efficiently.
• Ensure a high level of customer service for clients and visitors and ensure they are appropriately guided to their destination.
• Maintain a tidy and organized reception area.
• Distribute mail and packages promptly and accurately.
• Manage office events / activities:
  • Support travel arrangements
  • Maintain list of hotels and amenities
  • Ensure appropriate reservations are in place
• Prepare conference room for all internal, virtual and client meetings.
• Maintain inventory and ordering of office and employee supplies, maintain supply room.
  • Restock client and employee refreshment stations.
• Assist with delivery and collection of documents from in-person clients for the wealth or tax departments.
  • Support scanning and appropriate categorization and filing of documentation.

• Following Salesforce procedures to document any client interactions.

• Manage any in person or mailed payments, deposits, and record in appropriate software.
• Add postage and mail out varies documents to clients including high quantity of tax returns, W-2s, Payroll Documents etc.
• Supporting Office Culture in line with guidelines:
  • Assist with birthday/anniversary cards for employees.
  • Order staff lunches for training or events.
• Assist in the preparation of and distribution of any mass communications, ensuring appropriate approvals and accuracy of mailings.
• Take ownership of assigned special projects, ensuring timely and accurate completion.
• Maintain confidentiality when working on sensitive projects.
• Address and resolve issues or concerns related to front desk operations.
• Proactively identify and suggest improvements to enhance efficiency.

Knowledge, Skills & Abilities

• High school diploma or equivalent; additional education or certification is a plus.
• Proven experience as a receptionist or in a customer service role.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office Suite and ability to quickly adapt to key client relationship management tools.
• Ability to multitask and prioritize tasks effectively.
• Strong organizational skills and attention to detail.
• Professional appearance and demeanor.
• Ability to work effectively in a team environment.
• Desire to always be learning and contributing.

Your Well-Being Matters

In addition to being part of a purpose-driven culture, joining Avior comes with a comprehensive benefits package designed to support your overall well-being:

• 401k and 401k Matching: Plan for your future with our retirement savings options.
• Dental Insurance: Maintain your oral health with coverage for a range of dental services.
• Vision Insurance: Ensure clear sight on your path to success with our vision coverage.
• Health Insurance: Take care of your physical well-being with our health insurance offerings.
• Health Savings Account (HSA): Manage healthcare costs and save for the future with our HSA option.
• Flexible Savings Account (FSA): Set aside pre-tax dollars for certain dependent care and medical expenses.
• Life Insurance: Provide financial security for your loved ones with our life insurance benefits.
• Disability Insurance: Safeguard your financial future in the face of the unexpected.
• Employee Assistance Program (EAP): Access resources and support for personal and professional challenges.
• Flexible Paid Time Off: We recognize the importance of work-life balance, and our flexible vacation policy reflects our commitment to your overall happiness.

Work Environment

• Full-time
• In-office, Monday – Friday 8:00 am – 4:30 pm