Financial Institution in Newport Beach is adding a Front Office Assistant to their office. This is a full time IN OFFICE opportunity. This role is Direct Hire. Salary is $50K.
Act as front desk to answer and screen calls from public and/or direct inquires as needed to appropriate person. Greet and escort visitors to conference room; make travel arrangements (local ground transportation and hotel); complete billing and record keeping functions for office; arrange repair/maintenance of equipment as needed; maintain office supplies by checking stock to determine inventory levels; anticipating needed supplies; placing and expediting orders for supplies and verifying receipt of supplies, perform other administrative duties, such as photocopy, fax or scan upon request.
PRINCIPAL DUTIES & RESPONSIBILITIES Phone calls Answer telephone calls and relay calls to staff concerned Screen calls Make calls to landlord, security and other authority, if needed Retrieve mailbox messages in the morning
Mail Sort/record incoming mails and distribute them to appropriate staff Record outgoing correspondences Check and balance postage used each day-end Prepare FedEx before 3:30 p.m. Record incoming checks and have them initialed by staff concerned
Order supplies Check with staff and obtain approval from manager before ordering supplies Work with IT officer to ensure enough supplies of toners and keep an inventory/order tracking sheet
Filing Incoming/outgoing correspondence; Head Office memo Various vendors contracts Various documents/bulletins received from OCC and the Transmittal from Federal Reserve Financial Services
Miscellaneous: Make coffees for all staff in the morning Keep pantry and copy room clean and organized Order food for staff when needed Complete Visitor Log Issue parking ticket validations to guests and keep record of them Order business cards for officers Prepare Christmas cards for officers and customer list for year-end BSA compliance Handle bank key inventory and update key records Prepare Business Expense Applications upon receiving invoices Go to Postal/FedEx office for international, express, certified or urgent mailings Assist other departments as needed Perform other tasks as assigned
JOB SPECIFICATION Experience: Minimum 2 years of related experience
Education & Professional Qualifications: High school graduate
Skills/Knowledge: Must be detail-oriented and possess strong communication skills; patient and responsible Demonstrate professional attitude, self-motivated and can work independently with minimal supervision Strong administrative skills and computer/PC skills
Bi Lingual Chinese: Mandarin or Cantonese would be a plus
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.