Front Office Assistant - Ultimate Staffing : Job Details

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 & RESPONSIBILITIESPhone callsAnswer telephone calls and relay calls to staff concernedScreen callsMake calls to landlord, security and other authority, if neededRetrieve mailbox messages in the morningMailSort/record incoming mails and distribute them to appropriate staffRecord outgoing correspondencesCheck and balance postage used each day-endPrepare FedEx before 3:30 p.m.Record incoming checks and have them initialed by staff concernedOrder suppliesCheck with staff and obtain approval from manager before ordering suppliesWork with IT officer to ensure enough supplies of toners and keep an inventory/order tracking sheetFilingIncoming/outgoing correspondence; Head Office memoVarious vendors contractsVarious documents/bulletins received from OCC and the Transmittal from Federal Reserve Financial ServicesMiscellaneous:Make coffees for all staff in the morningKeep pantry and copy room clean and organizedOrder food for staff when neededComplete Visitor LogIssue parking ticket validations to guests and keep record of themOrder business cards for officersPrepare Christmas cards for officers and customer list for year-endBSA complianceHandle bank key inventory and update key recordsPrepare Business Expense Applications upon receiving invoicesGo to Postal/FedEx office for international, express, certified or urgent mailingsAssist other departments as neededPerform other tasks as assignedJOB SPECIFICATIONExperience:Minimum 2 years of related experienceEducation & Professional Qualifications:High school graduateSkills/Knowledge:Must be detail-oriented and possess strong communication skills; patient and responsibleDemonstrate professional attitude, self-motivated and can work independently with minimal supervisionStrong administrative skills and computer/PC skillsBi 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.