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Administrative Receptionist and Support Associate

2 months ago

Portland, Oregon, United States RVK, Inc. Full time
Job Overview

Location
Portland, OR

Employment Type
Full Time

Work Schedule
Day Shift

Company Overview

RVK, Inc. is a nationally recognized, independent firm headquartered in Portland, OR, with additional offices in various cities. We specialize in providing impartial investment consulting services to a diverse clientele, including corporations, public retirement systems, and nonprofit organizations. Our commitment to client service is embodied in our collaborative approach, driven by a team of seasoned investment consulting professionals.

Position Summary

The Reception and Administrative Support Specialist plays a vital role in ensuring the smooth operation of our Portland office. This position is responsible for managing the reception area, serving as the first point of contact for visitors, and maintaining a professional atmosphere. Key responsibilities include handling a multi-line phone system, welcoming guests, managing incoming and outgoing mail, and providing administrative support as part of the Project Support Team.

Key Responsibilities:

Reception Duties
  • Open the office on time and ensure the reception and conference areas are tidy and welcoming.
  • Close the office at the end of the day, ensuring all areas are organized and secure.
  • Answer and direct incoming calls, take messages, and manage voicemail transfers.
  • Welcome visitors and provide necessary accommodations.
  • Organize and oversee company mailings and manage all mail logistics.
  • Prioritize and process incoming mail efficiently.
  • Maintain a professional appearance in reception and conference areas.
  • Oversee front office organization and maintain records.
  • Coordinate schedules for conference rooms and manage Outlook calendars.
  • Maintain petty cash records and manage charitable donation requests.
  • Assist with on-site events and meetings, including catering arrangements.
  • Ensure the front office is stocked with necessary supplies and maintain vendor agreements.
  • Perform general administrative tasks as needed.
  • Support the Project Support Team with additional duties as assigned.
Administrative Support Duties
  • Provide administrative assistance to consulting team members.
  • Arrange travel logistics and manage travel changes.
  • Maintain and manage busy calendars.
  • Process expense reports and reconcile credit card statements.
  • Track client requests and ensure timely responses.
  • Coordinate meetings with internal and external stakeholders.
  • Prepare correspondence and presentation materials.
  • Manage the production and distribution of materials.
  • Update the CRM with meeting and contact information.
  • Assist with reservations for staff meals.
  • Complete additional tasks as assigned.
Qualifications:

Minimum Requirements
  • Availability to work core office hours.
  • Strong customer service and telephone skills.
  • Excellent communication and interpersonal abilities.
  • Relevant experience or equivalent education.
  • Basic proficiency in Microsoft Office Suite.
  • Familiarity with travel booking.
  • Strong organizational skills and attention to detail.
  • Effective written and verbal communication skills.
  • Ability to provide excellent client service.
Preferred Qualifications
  • At least one year of office or administrative experience.
  • Knowledge of Microsoft Office Suite.
  • High school diploma or equivalent.
  • Demonstrated time management and organizational skills.
  • Willingness to learn and adapt to new processes.
  • Ability to work independently and as part of a team.
  • Capacity to handle multiple tasks in a fast-paced environment.
  • Positive and professional demeanor.
  • Good judgment and flexibility in response to changing needs.
Benefits

RVK offers a comprehensive benefits package for full-time employees, including medical, dental, vision, life insurance, a 401(k) retirement plan, flexible spending accounts, tuition reimbursement, and a generous paid time-off policy. Join a company that values hard work and appreciates its employees.

Application Process

To be considered for this position, please apply through our company website and submit a cover letter detailing your qualifications. RVK is committed to workforce diversity and is an Equal Employment Opportunity Employer.