ROLE
Receptionist
Most front desks just answer the phone. In this seat, you're the first impression for a growing multi-family office in Gardiner, Maine, and the organized, upbeat hub who keeps clients, calendars, events, and the office itself running, with a mapped path into client experience and operations leadership.
ROLE HIGHLIGHTS
SALARY
$25.00 - $30.00/hour + bonus
LOCATION
Gardiner, ME
TYPE
Full - time
Job description
You'll be the first face and voice of the firm for every client, prospect, and guest, and the person the rest of the office relies on to keep the day running. This is much more than a traditional receptionist seat. Along with the front desk and phones, you'll own scheduling for multiple advisors, the general inbox, client correspondence, supplies and facilities, and the logistics behind client events and workshops. You'll do it from the front office of a fully reconstructed 10,000-square-foot granite-and-brick building from 1843, with 14-foot ceilings, natural light, and brand-new everything.
Our client is a multi-family office serving successful families, executives, and business owners. It offers investment management, retirement plan advisory, tax strategy coordination, insurance planning, and estate planning collaboration. Clients expect a personalized, proactive, and organized experience, and you set that tone from the moment they call or walk in. The firm is growing and expanding its front office so senior administrative staff can focus on higher-level work. That means the recurring work becomes yours to own.
The pace is high. At any moment you may be on a call, greeting a client, answering a scheduling request, coordinating a vendor, and getting a conference room ready. You'll work with high-net-worth clients and families, advisors and employees, outside professionals, vendors, and contractors. You'll also give courteous front-office support to the other businesses that share the building.
The culture is collaborative and in office, built on responsiveness, high standards, and personal accountability. The team helps one another and takes pride in doing things correctly. You'll touch every part of the organization, so you'll play a real part in keeping the office positive and energetic.
What makes this role unique?
A career path that's already mapped. The firm has laid out how this seat grows, from client experience coordinator to senior coordinator to leadership in administration, office management, client experience, or operations.
Upside tied to the firm's growth. Performance bonuses and a firm growth bonus mean you benefit as the firm expands. Benefits include a 401(k) with Safe Harbor match, 10 days of paid time off, 10 paid holidays, and professional development opportunities.
Personality matters more than industry experience. The firm cares most about the right mix of warmth, work ethic, organization, and professionalism. Wealth management experience is not required.
You become the hub of the office. Few roles touch as much of the business. You'll build a broad understanding of the firm's clients, advisors, operations, and systems.
A front office worth showing off. Clients walk into a restored historic building with modern finishes throughout, and you're the one who keeps it looking its best.
Your development is supported. Professional development opportunities come with the role.
What you will do
Welcome clients, prospects, guests, and vendors, and let the right team member know when they arrive.
Answer a high volume of calls, manage voicemail, and route calls and messages to the right person.
Schedule and reschedule meetings across multiple advisors, resolve conflicts, confirm logistics, and handle last-minute changes.
Keep clients on their required meeting cadence by spotting who needs to be scheduled and booking follow-ups after meetings.
Monitor the firm's general inbox, and route, respond to, and follow up on communications.
Send greeting cards, thank-you notes, and birthday and sympathy cards, and coordinate client and employee gifts and flowers.
Handle new-client onboarding and termed-client administrative steps in Pipedrive, ConvertKit, and SendOutCards.
Keep the reception area, conference rooms, and hospitality areas stocked, client-ready, and set up for meetings.
Order office, janitorial, and hospitality supplies and equipment, track inventory, and reorder before anything runs out.
Serve as the on-site contact for lessees, contractors, vendors, and deliveries, and coordinate fixes when facility issues come up.
Run event logistics for client events and workshops, including RSVPs, reminders, attendee folders, advisor bags, setup, and registration.
Process mail and packages, maintain records and checklists, and support special projects for the executive and administrative teams.
The ideal candidate
You're naturally happy, upbeat, and warm, and you genuinely enjoy making people feel welcome.
You're extremely organized. You track every request, appointment, and deadline so nothing falls through the cracks.
You thrive on being busy, and you stay calm, accurate, and pleasant when five things need you at once.
You notice what needs doing and do it without being asked. When you say "I'll take care of it," you do.
You're polished, comfortable around successful and high-net-worth people, and completely discreet with client information.
You have prior receptionist, administrative, customer service, hospitality, or office management experience, strong phone etiquette, and solid Outlook, Word, and Excel skills.
You learn new software quickly. Experience with a CRM, scheduling multiple professionals, events, or financial services is a plus.
You communicate clearly on the phone and in writing, and you speak up when priorities conflict.