Receptionist/Office Coordinator

About the position

The Receptionist/Office Coordinator position is a full-time role located in Dallas, TX, within the Private Wealth Management category. The primary responsibilities include managing reception duties such as answering phone calls, greeting visitors, and handling mail. Additionally, the role encompasses office coordination tasks, providing administrative support, managing office supplies, scheduling meetings, and maintaining office equipment. The position requires a proactive approach to ensure smooth office operations and effective communication with various departments and personnel.

Responsibilities

• Answer incoming phone calls and forward to appropriate person or department.
• Take and deliver messages or transfer calls to voicemail when requested.
• Greet, assist, and direct all visitors, vendors, and service personnel to location.
• Review, sort and distribute all incoming and/or outgoing mail.
• Prepare outgoing mail and deliver to the Post Office; prepare outgoing FedEx deliveries.
• Maintain parking validation cards and reconcile as required.
• Provide general administrative support such as typing reports, documents, or correspondence.
• Order and maintain office supplies.
• Schedule conference room and send/receive faxes.
• Serve as a liaison with Human Resources as required.
• Make copies and maintain files.
• Coordinate meetings and order lunches.
• Maintain kitchen including dishwasher, refrigerator, order and restock beverages.
• Manage maintenance for office equipment including postage meter, fax machine, copiers.
• Manage business calendars for meetings, appointments, calls, invitations, luncheons, and travel.
• Schedule meetings and make arrangements for meeting site.
• Prepare meeting schedules and secure equipment if required.
• Notify attendees and schedule caterer and select menu.
• Prepare materials for meetings.
• Provide backup for travel arrangements including reservations and itineraries.
• Submit expense reports in a timely manner.
• Prepare client performance reports.
• Liaison with Information Technology to maintain computer equipment.
• Serve as a liaison with Property & Facilities regarding building maintenance issues.
• Provide general administrative and project support as needed.
• Provide backup to other PCG support staff.
• Handle cashiering duties including recording checks received and maintaining a transmittal log.

Requirements

• High school diploma or general education degree (GED) required.
• Bachelor's degree preferred.
• 1-2 years of experience in an office/administrative role.
• An equivalent combination of education, training or experience.
• Proficiency in Microsoft Word and Microsoft Excel.
• Typing skills.