Description

We are seeking to fill a role within the financial planning industry, specifically for a Receptionist based in Phoenix, Arizona. This role offers a short-term contract employment opportunity in a professional and quiet office environment. The successful candidate will be responsible for various administrative tasks, including managing phones, ordering lunches, and providing clerical computer support.

CONTRACT TO HIRE | BILTMORE PHOENIX

Reception and Front Desk Management

Operate VOIP Telephone System to handle incoming and interoffice calls, ensuring they are directed to the appropriate team members or taking messages as necessary.

Greet all visitors warmly and professionally, assessing their needs and providing assistance accordingly.

Manage incoming and outgoing mail, including sorting, stamping, and distributing to the appropriate recipients.

Sign for courier packages and ensure they are promptly delivered to the correct individuals.

Distribute fax messages received via Outlook to the relevant team members.

Maintain parking passes and the client parking book.

Keep track of office attendance with a daily in/out sheet.

Prepare and clean up conference rooms for meetings.

Perform office closing duties as required.

Supply Management

Monitor inventory levels and order office and kitchen supplies as needed.

Seek out the best pricing for supplies to manage costs effectively.

Administrative Duties

Maintain the Rolodex and other contact lists.

Assist with facilities management tasks.

Provide basic IT support alongside other team members.

Schedule meetings and manage the office calendar.

Update and distribute employee contact lists and phone extension lists as required.

Support the Executive Assistant on projects as needed.

Manage filing for the Controller.

Reconcile American Express receipts and statements.

Assist the administration department with tasks such as updating Premium Histories for clients and preparing Insurance Summaries.

Obtain monthly/quarterly values for the administration department via internet, email, or phone.

Perform data entry tasks in Advisor’s Assistant, including setting up client records and inputting policy information.

Create spreadsheets, PowerPoint presentations, and Word documents as needed to support the team.

Assist with mass mailings as necessary.

Knowledge Base

Proficiency in Microsoft Office software.

Ability to operate a multi-line phone system.

Basic insurance knowledge desired.

Comfortable working in a fast-paced environment with constantly changing priorities and deadlines.

Ability to effectively communicate with individuals over the phone and in person.

Willingness to engage in extensive periods of sitting and keyboard/computer work.

Requirements • Proficiency in MS Outlook is required for managing communications and scheduling.

• Experience in mail processing is necessary for handling incoming and outgoing correspondences.

• Ability to undertake conference room setup and cleanup tasks for meetings and events.

• Knowledge of fax machine operations is required for document transmission.

• Possession of basic office skills, including file management, office equipment use, and customer service, is essential.

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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