Receptionist

RFG partner, Billings Group, is seeking an energetic, diligent and creative individual to join our team!

From scheduling meetings to creating social media posts and planning special events, there will be a way for you to bring value to this organization every day.

This is the first point of contact for Billings Group. The receptionist will make sure the office runs efficiently and in compliance with company policies. You are expected to welcome guests and greet people who visit the business. You also direct front-desk activities, including distributing correspondence and directing phone calls.

The receptionist provides general support and assistance to clients and team advisors. They are the liaison between people and solutions serving as our on-site connector and a key “face” of the company. Their focus is to proactively assess situations to keep clients and team working together well.

The ideal candidate is highly motivated and enjoys working in a fast-paced office environment with a willingness to learn and grow as part of a financial team. Position requires attention to detail, excellent communication skills and strong organizational ability.

Responsibilities:

  • Open the office each morning.
  • Greet and welcome guests as soon as they arrive at the office.
  • Collect and process mail each day.
  • Submit check blotters to compliance as required.
  • Routinely send birthday cards to clients and sympathy cards as needed.
  • Make our clients feel valued by providing efficient and timely customer service.
  • Client Care which includes phone calls, customizing client portals, general client questions and working with clients to resolve issues.
  • Assist advisors in confirming and maintaining accuracy of client information in CRM.
  • Conduct mass mailings and email marketing.
  • Event planning including invitations and RSVP’s as well as confirming clients for events.
  • Prepare content for social media and maintain content calendar.
  • Schedule appointments for the Advisors and other administrative responsibilities.
  • Ensure reception area, break room and conference rooms are tidy and presentable, with all necessary materials routinely stocked.
  • Other practice management tasks as needed.
  • Communicate with technology support as needed.
  • Represent the firm professionally both inside and outside the office.

Behavioral Attributes:

  • Develops and maintains positive working relationships with others.
  • Arrives to work each morning on time.
  • Actively shares ideas and information on firm roles, responsibilities and systems.
  • Completes action items in a timely manner.
  • Maintains a high level of customer service and is passionate about meeting and assisting clients.
  • Takes pride in the achievement of team objectives.
  • Assists team members unprompted.
  • Manage their time effectively.
  • Keeps pace with changes and acquires knowledge/skills to further personal, professional, and team capability.
  • Consistently follow high standards of business and professional ethics and legal and regulatory requirements when dealing with others and/or performing work activities.

Qualifications:

  • Superior organization skills and attention to detail
  • Ability to multi-task, prioritize effectively and be a self-starter
  • Strong written and oral communication skills
  • Experience in Microsoft Office, Word, Power Point, Outlook and Excel required
  • Financial services experience preferred
  • Salesforce experience preferred
  • Mailchimp experience preferred
  • Willingness and desire to learn new systems