Front Desk Coordinator

M Financial Group is a community of leaders comprising the best and brightest minds in our industry. By combining individuals' expertise and skill, M Financial Group has become a powerful force committed to advancing the interests of our industry, communities, and clients for over 40 years. M's solutions are rooted in the diverse expertise of our team, our collaborative approach to innovation and our comprehensive support.

We embrace a progressive, dynamic mindset for every role. M Financial Group provides a professional community that actively supports individuals with diverse backgrounds and perspectives who come together to build and support best-in-class solutions. If you're looking to be a part of a high performing, collaborative, and dedicated team, M Financial Group is in search of our next Front Desk Coordinator to join our team.

This position is responsible for presenting a professional first point of contact for M Financial Group with visitors and main office calls. This role is a critical member of the workplace experience team managing front desk operations, answering calls and providing customer service to guests and M Team members. Additionally, this role may have responsibilities that include administrative support for facilities, delivery services and/or HR.

RESPONSIBILITIES

• Efficiently answer all incoming calls in a friendly and professional manner
• Assist callers by directing them to the correct person, answering questions, or taking messages. Screening solicitors as appropriate.
• Reconcile invoices related to services requested through the front desk
• Greet all visitors in a friendly and professional manner and ensuring they are registered and that the appropriate M Team members are notified of the guest's arrival
• Arrange for transportation for visitors as needed
• Provide administrative support to all departments by assisting with special projects which may include proofreading, drafting, scanning, filing and data entry.
• Ensure the board room is ready for meetings, properly maintained and amenities are stocked daily
• Assist with new hire orientation including employee photos, parking, preparing access cards, and scheduling of events

Facilities responsibilities as assigned

• Maintains vendors, po's and contracts
• Ensures stock and manages office supplies, beverage services.
• Performs small routine repairs and maintenance
• Calls and schedules repairs on equipment, lighting, HVAC, furniture when external resources are needed
• Coordinates emergency response with property management.... to employee facilities and safety requests with urgency.
• Works with trades, building staff, custodians, and property manager to ensure the built environment is maintained
• May act as project assistant on larger projects in partnership with the Facilities Manager
• Perform ergonomic evaluations and make recommendations to human resources

QUALIFICATIONS

• One-year related office work experience required
• Bachelors degree or equivalent preferred
• Demonstrated ability to provide superior customer service at all times
• Ability to communicate clearly and concisely in person, over the telephone, and via overhead paging system
• Familiar with using a computer and a variety of software applications and database management including Microsoft Word, Excel, Access, Outlook and Teams. Experience with Zoom and Sharepoint a plus
• Ability to work effectively as a member of a team as well as independently
• Ability to multitask and work effectively in a fast-paced, dynamic environment
• Excellent oral and written communication skills
• Strong attention to detail and critical thinking skills

JOB CONDITIONS AND ENVIRONMENT

• Normal office environment/desk assignment
• Continuous motion required with switchboard operation
• Extensive use of telephone software interface, computer terminal, keyboard, and mouse
• Sitting for extended periods of time

Shift/Coverage Requirements

• Phone Coverage: 6:30am - 5pm PT
• Front Desk - 6:30am - 3pm
• Facilities Coordinator - cover breaks and 3-5pm

This position description is not intended to be and should not be construed as an all-inclusive list of responsibilities, skills or working conditions associated with this position. While this description is intended to accurately reflect the position's activities and requirements, management reserves the right to modify, add or remove duties as necessary.