Receptionist - Administrative Support

Administrative Support Role

This is an onsite role with the business hours of Monday – Friday 8:00am – 5:00pm. We are looking for candidates who are within a commutable drivable distance to our San Francisco, CA office. This position facilitates daily operations through a range of administrative support duties. Coordinates documentation, information, and scheduling to enhance workflow for the department. Receives and routes incoming client calls. Prepares mailings, maintains files, and performs other duties as related to department administration.

Responsibilities

Communication - Answers incoming calls and routes appropriately. Collaborates successfully with management and associates in completion of daily administration duties. Maintains open and positive communication when receiving, answering, and directing department correspondence.

Business Support - Corresponds with clients over the phone and occasionally in person to resolve client account issues, answer inquiries, and other support duties.

Documentation - Prepares and maintains a variety of documentation, performing administrative tasks including copying, scanning and mailing documents.

Scheduling - Schedules appointments and client meetings for associates. May coordinate or maintain department calendars.

Responsibilities Include:

• Serve as the first point of contact for clients, investors, visitors and vendors, ensuring a professional and welcoming experience
• Liaison to lobby security to coordinate access for external visitors and contractors
• Register all visitors through Cloudgate and maintain accurate visitor logs in compliance with firm security protocols
• Assist Office Coordinators with scheduling and managing conference room, meeting, and event space reservations
• Assist Office Coordinators with updating event intake requests through Monday.com
• Submit work orders to building management via email for repairs, lighting issues, additional cleaning and other facility needs; follow up to ensure timely completion
• Oversee building maintenance and construction activities as directed by the Office Manager and Office Coordinators
• Perform general front desk and concierge duties, including welcome tours, office coffee preparation, and amenity stocking
• Manage the reception shared inbox and calendar
• Process incoming and outgoing mail, including sorting and scanning via the Envoy delivery application
• Order office supplies as needed per direction from the Office Manager and Office Coordinators
• Provide support for opening and tracking work orders in Service Channel for all office maintenance needs and overseeing the ordering of supplies for the office and pantry
• Possibilities of providing back up support for the San Francisco Experience Center
• Assist with small projects, events and general office support as assigned by the Office Manager and Office Coordinators
• Provide basic IT support and escalate issues to appropriate teams when necessary

Qualifications

High School Diploma or GED and 1 years of experience in Administrative. Skills: Strong telephone skills & customer service experience. Preferred Skills: Hospitality experience, Event experience, Customer service and front desk experience, IT support experience, Administrative support.

The base pay for this position is generally between $20.52 to $27.00 per hour. Actual starting base pay will be determined based on skills, experience, location, and other non-discriminatory factors permitted by law. For some roles, total compensation may also include variable incentives, bonuses, benefits, and/or other awards as outlined in the offer of employment.

Benefits are an integral part of total rewards and First Citizens Bank is committed to providing a competitive, thoughtfully designed and quality benefits program to meet the needs of our associates. More information can be found at https://jobs.firstcitizens.com/benefits.