Front Office Assistant

2 days ago

Newport Beach, United States Ultimate Staffing Full time

Financial Institution in Newport Beach is adding a Front Office Assistant to their office. This is a full time IN OFFICE opportunity. This role is Direct Hire. Salary is $50K.

Act as front desk to answer and screen calls from public and/or direct inquires as needed to appropriate person. Greet and escort visitors to conference room; make travel arrangements (local ground transportation and hotel); complete billing and record keeping functions for office; arrange repair/maintenance of equipment as needed; maintain office supplies by checking stock to determine inventory levels; anticipating needed supplies; placing and expediting orders for supplies and verifying receipt of supplies, perform other administrative duties, such as photocopy, fax or scan upon request.

PRINCIPAL DUTIES & RESPONSIBILITIES
Phone calls
Answer telephone calls and relay calls to staff concerned
Screen calls
Make calls to landlord, security and other authority, if needed
Retrieve mailbox messages in the morning

Mail
Sort/record incoming mails and distribute them to appropriate staff
Record outgoing correspondences
Check and balance postage used each day-end
Prepare FedEx before 3:30 p.m.
Record incoming checks and have them initialed by staff concerned

Order supplies
Check with staff and obtain approval from manager before ordering supplies
Work with IT officer to ensure enough supplies of toners and keep an inventory/order tracking sheet

Filing
Incoming/outgoing correspondence; Head Office memo
Various vendors contracts
Various documents/bulletins received from OCC and the Transmittal from Federal Reserve Financial Services

Miscellaneous:
Make coffees for all staff in the morning
Keep pantry and copy room clean and organized
Order food for staff when needed
Complete Visitor Log
Issue parking ticket validations to guests and keep record of them
Order business cards for officers
Prepare Christmas cards for officers and customer list for year-end
BSA compliance
Handle bank key inventory and update key records
Prepare Business Expense Applications upon receiving invoices
Go to Postal/FedEx office for international, express, certified or urgent mailings
Assist other departments as needed
Perform other tasks as assigned

JOB SPECIFICATION
Experience:
Minimum 2 years of related experience

Education & Professional Qualifications:
High school graduate

Skills/Knowledge:
Must be detail-oriented and possess strong communication skills; patient and responsible
Demonstrate professional attitude, self-motivated and can work independently with minimal supervision
Strong administrative skills and computer/PC skills

Bi Lingual Chinese: Mandarin or Cantonese would be a plus

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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