Front Desk Receptionist and Administration

About the Firms Pettinelli Financial Partners is a multi-generational financial planning and wealth management firm serving families, professionals, and entrepreneurs. The firm is committed to delivering a personalized, education-driven client experience through a collaborative team-based approach that helps clients pursue their financial goals with confidence. The organization prides itself on building lasting relationships, providing exceptional service, and fostering a welcoming environment for clients and guests.
Tarabay and Associates LLC is a well-established, client focused tax and accounting firm serving individuals, families, business owners, trust and estates with personalized financial, tax and advisory services. The firm’s culture is professional, collaborative, and family-oriented and takes pride in creating a welcoming environment where clients feel comfortable asking questions and team members feel supported in their growth.
This position will support both Pettinelli Financial Partners and Tarabay and Associates by creating a professional, organized, and hospitable experience for all visitors and callers.
Position Summary
The Receptionist serves as the first point of contact for clients, prospects, and business partners entering the office or contacting the firms by phone. This individual plays a critical role in creating a positive first impression while supporting administrative operations for both firms.
The ideal candidate is highly organized, personable, service-oriented, and able to manage multiple priorities in a professional office environment. They take pride in providing exceptional client service and helping ensure smooth day-to-day office operations.

Key Responsibilities
Client & Visitor Experience

• Greet clients, visitors, and vendors in a warm, professional manner.
• Create a welcoming office environment and ensure reception areas remain clean and organized.
• Coordinate visitor arrivals and notify team members of client appointments.
• Offer refreshments and assist with client hospitality needs during meetings.
• Maintain conference room schedules and meeting room readiness.

Phone & Communications

• Answer and route incoming phone calls for both Pettinelli Financial Partners and Tarabay and Associates.
• Manage incoming and outgoing mail, packages, and deliveries.
• Monitor general email inboxes and distribute inquiries appropriately.
• Assist with appointment confirmations and scheduling support.

Administrative Support

• Provide administrative assistance to advisors, accountants, and operational staff as needed.
• Prepare, scan, file, and organize documents in accordance with firm procedures.
• Maintain client records and ensure information is updated accurately.
• Assist with data entry and other office administration projects.
• Support meeting preparation, events, and client appreciation activities.

Office Operations

• Monitor office supplies and coordinate ordering and inventory management.
• Assist with vendor coordination and facility-related requests.
• Help maintain office equipment and troubleshoot minor issues.
• Support special projects and operational initiatives as assigned.

Key Competencies

• Exceptional customer service mindset
• Professionalism and discretion
• Strong interpersonal skills
• Reliability and accountability
• Attention to detail
• Adaptability and flexibility
• Team-oriented approach
• Ability to maintain confidentiality

Success in This Role
A successful Receptionist will:

• Create an exceptional first impression for every client and guest.
• Ensure calls, visitors, and inquiries are handled promptly and professionally.
• Help maintain a seamless office environment that supports both firms' operations.
• Demonstrate a proactive, positive attitude and willingness to assist wherever needed.
• Contribute to the client-focused culture that both firms strive to deliver.

Required

• High school diploma or equivalent.
• 2+ years of receptionist, administrative assistant, customer service, or office support experience.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Professional demeanor and appearance.
• Proficiency with Microsoft Office (Outlook, Word, Excel, and Teams).
• Ability to prioritize tasks and manage multiple responsibilities simultaneously.

Preferred

• Experience in a financial services, accounting, legal, or professional services environment.
• Experience working with client relationship management (CRM) systems.
• Familiarity with scheduling software and office technology platforms.

Compensation
Target Compensation Range: $55,000 – $65,000 annually, depending on experience, qualifications, and professional services industry background.
Benefits: Medical, dental, vision, paid time off, retirement plan eligibility, professional development opportunities, and other firm-sponsored benefits.