Front Desk & Administrative Specialist

RubinBrown LLPis one of the nations leading accounting and professional consulting firms with a commitment to building personal relationships and delivering totally satisfied clients. The RubinBrown name and reputation are synonymous with experience integrity and value. We have revenue of approximately $265 million with 1000 team members across locations in Chicago Denver Detroit Kansas City Las Vegas Mumbai (India) Nashville and St. Louis.

The Front Desk & Administrative Specialist is a key participant in creating the RubinBrown experience for our clients and guests. This position will serve as the initial contact for guests visiting our office and a key administrative support person for the office and administrative team.

Major Responsibilities

• Great all guests to the firm (clients vendors and visitors) as they arrive at the office
  • Create a warm friendly and sincere environment
  • Offer guests refreshments
• Maintain office appearance and daily setup
  • Organize newspapers and magazines
  • Load and unload dishwasher daily
  • Keep conference rooms front desk area and reception kitchenette clean and orderly
  • Monitoring and restocking of catering room supplies (drinks paper towels etc)
  • Notify office admin. manager of any needed facility repairs or light bulb replacements
• Monitor use and availability of conference rooms
  • Reserve rooms when requested
  • Check equipment in conference rooms (phones projectors computers etc.) daily and report to IT any damages
  • Support with setting up Conference Room tablets as needed
  • Conference room table and chair coordination as needed
• Food ordering/setup/cleanup for various meetings & trainings
  • Scheduling food delivery prior to meeting setting up for the meeting and cleaning up afterwards
• Operate Switchboard
  • Answer and transfer incoming calls
  • Assist clients paying over the phone
  • Coordination of needs: Communicating effectively to Team Members in timely manner of guest arrival client needs etc
• Mail operations
  • Track incoming packages for team members and outgoing packages for clients
  • Assist with incoming mail outgoing packages and couriers as needed
• Assist the administrative team (office services administrative specialists etc.) or any other team member with administrative tasks
  • Produce documents in Microsoft Word Excel and PowerPoint using designed templates
  • Proofread documents when requested
  • Assist with billing engagement letter and/or new client set ups
  • Assist set up and preparation for meetings and seminars
  • Assist with team member birthday emails and gifts
• All other duties as assigned

Preferred experience background and skills

• High school diploma
• Two to three years of office administrative support experience required
• One year of receptionist experience preferred
• Superior interpersonal skills professional presence and strong client service background preferred
• Must be able to handle multiple projects simultaneously in a fast paced environment
• Attention to detail and quality
• Proficiency in Microsoft Office programs required (Outlook Word Excel PowerPoint)
• Ability to effectively utilize technology and a commitment to learn in the technology environment
• Excellent verbal and written communication skills
• Strict adherence to professional ethics

Working conditions

• The typical office hours are 8:00 a.m. to 5:00 p.m.
• Ability to work extra hours Feb.-Apr.
• Travel for this position will be minimal
• Ability to sit for long periods of time
• Ability to move throughout office
• Ability to lift carry push pull up to 10 pounds

Colorado and Nevada Salary Statement:

Required Experience:

IC