Front Desk & Administrative Specialist

RubinBrown LLP is one of the nation's 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 1,000+ 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:

The salary range displayed is specifically for those potential applicants who will work or reside in the states of Colorado and Las Vegas if selected for the role. Any offered salary is determined based on internal equity, internal salary ranges, market data/ranges, applicant skills and prior relevant experience, degrees and certifications (e.g. JD / technology).

Front Desk & Administrative Specialist

Benefits

One Firm

To foster a highly respected, inclusive culture that helps foster and promote an environment that is diverse and equitable for all team members and the firm to achieve growth and deepened expertise. RubinBrown is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

EEO Employer W/M/Vet/Disabled

RubinBrown is an independent member of Baker Tilly International, the 9th largest accounting and business advisory network in the world. For more information, visit www.rubinbrown.com.