Position Overview
You’re the person everyone counts on, the friendly face at the front desk, the one who notices when
something needs doing before anyone asks, and the teammate who makes the office feel welcoming and well-run. This role blends front-desk reception, administrative coordination, and financial support, and the right person will bring energy, warmth, and initiative to all of it.
At Diamond, we look for personable, energetic team members who take ownership, follow through, and genuinely care about the people they support, both internally and externally
Key Responsibilities
Reception & Front Office Duties
- Be the warm, enthusiastic first impression for everyone who walks through the door; greet visitors, clients, and vendors with genuine friendliness
- Answer, screen, and direct incoming phone calls
- Manage incoming and outgoing mail, packages, and deliveries
- Maintain a clean, organized, and professional office environment
- Stay ahead of office and kitchen supply needs, notice what’s running low, and restock before anyone has to ask
Administrative Support
- Perform general administrative tasks, including filing, data entry, and document preparation
- Schedule appointments and meetings, and assist with calendar coordination
- Proactively connect the dots between teams — follow up, close loops, and make sure nothing falls through the cracks
- Assist with event planning and internal coordination
- Anticipate needs and provide hands-on support to leadership and team members; be the person people can count on
Finance Support
- Track incoming payments and assist with deposit preparation
- Follow up on accounts receivable and maintain accurate records
- Prepare and submit deposit detail reports
- Assist in maintaining accurate AR records
- Support internal reporting and financial tracking
- Assist with monthly billing processes
- Follow up with vendors and internal team members to obtain necessary documentation
- Assist with AR reconciliation
- Provide end-of-day updates (payments received/processed, AR updates, deposits, open issues, etc.)
Qualifications
- Experience as a receptionist, administrative assistant, or similar role preferred
- Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
- Strong organizational and multitasking skills
- Excellent written and verbal communication skills
- High attention to detail, especially with financial and reporting tasks
- Valid driver’s license and reliable transportation required
- Experience with accounting software (QuickBooks preferred)
- Ability to work independently and as part of a team
- A naturally approachable, friendly demeanor — the kind of person people enjoy interacting with
- Curiosity and willingness to ask questions rather than assume
- A proactive mindset. You see what needs to be done and do it without waiting to be asked
- Genuine enjoyment of helping others and being part of a collaborative team
What Success Looks Like in This Role
- Tasks and responsibilities are completed accurately and on time
- The office remains organized, well-stocked, and running smoothly
- Financial tracking and reporting are reliable and up to date
- Team members feel supported and can rely on you
- Clients have a consistently positive and professional experience
- Internal staff and visitors consistently describe you as approachable, helpful, and positive to work with
- You build trust with colleagues by being responsive, kind, and easy to collaborate with
You Might Be a Great Fit If....
- You light up when you get to help someone solve a problem
- You’d rather ask a question than guess and risk getting it wrong
- Your friends and coworkers would describe you as warm, dependable, and easy to be around
- You take pride in keeping things organized and running smoothly behind the scenes
- You don’t wait to be told what needs doing — you just do it