Front Desk Receptionist/Administrative Assistant

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Located in Utica, NY

Salary: $18.00 - $20.00 Per Hour

Financial firm is seeking a professional and organized Front Desk Receptionist/ Administrative Assistant to join their dynamic office team. The Front Desk Receptionist/Administrative Assistant is responsible for creating a welcoming environment for clients and visitors while providing essential administrative support to new financial representatives and the managing director. This role involves managing reception duties, onboarding, and assisting with new business activities to ensure smooth integration for new team members. Additionally, the coordinator plays a key role in compliance and maintaining accurate records to support overall office efficiency and client satisfaction.

Duties

• Greet visitors and clients in a courteous and professional manner, maintaining a welcoming environment
• Manage incoming calls, emails, and inquiries, directing them appropriately.
• Work with Office Manager to troubleshoot office/maintenance issues and provide ongoing support in operations of office.
• Collaborate with District teams to support office growth.
• Maintain office calendar.
• Manage office supplies inventory and order as needed.
• Manage and organize OneDrive and personal files and documents, maintaining confidentiality and discretion.
• Assist in organizing travel arrangements, managing personal schedules, and handling correspondence.
• Maintain and update onboarding process for new financial representatives, interns and associates.
• Support all members of the district in growing their licensure.
• Manage contracts across the district.
• Process new business for new financial representatives.
• Collaborate with new representatives to build their practices.
• Work closely with team members to support office functions.
• Coordinate cross-departmental tasks and communications

Qualifications

• Proven experience in office administration or clerical roles; previous receptionist or insurance front desk experience is a plus
• Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and data entry skills
• Excellent organizational skills with the ability to prioritize tasks effectively
• Exceptional communication skills, both verbal and written; bilingual abilities are highly preferred
• Demonstrated professionalism with strong phone etiquette and customer service orientation
• Ability to handle multiple responsibilities simultaneously while maintaining attention to detail
• Experience with calendar management, proofreading, filing systems, and time management techniques
• Prior office management or administrative experience is advantageous but not mandatory

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