Administrative Assistant/Receptionist

The Administrative Assistant/ Receptionist supports the daily operations of IFA's corporate office in Salt Lake City, by providing front-desk reception, administrative support, meeting coordination, and capital budget administration. This position serves as the primary point of contact for visitors and callers while helping ensure efficient office operations, accurate recordkeeping, and effective communication across departments. The ideal candidate is organized, detail-oriented, professional, and able to manage multiple priorities in a collaborative team environment.

RESPONSIBILITIES INCLUDE

• Serve as the first point of contact for visitors, customers, and vendors, providing a professional and welcoming experience.

• Answer, screen, and route incoming phone calls promptly and accurately.

• Receive, sort, and distribute incoming mail, packages, and corporate correspondence.

• Coordinate office records, file management, and off-site document storage.

• Support the administration and recordkeeping of company vehicle inventory.

• Prepare meeting agendas, compile supporting materials, record meeting minutes, and distribute follow-up documentation.

• Coordinate and maintain budget reports, financial summaries, and other meeting-related information.

• Assist in the administration of capital budgets by collecting, tracking, and processing invoices, expenditure requests, procurement card statements, and supporting documentation.

• Maintain records of capital asset acquisitions, transfers, and disposals to support accurate financial and asset reporting.

• Collaborate with internal departments and external vendors to obtain required documentation and ensure timely processing of transactions.

• Perform additional administrative and office support duties as assigned.

 

BASIC QUALIFICATIONS

• High level of integrity and professionalism.

• Ability to maintain confidentiality and handle sensitive information.

• Strong organizational skills with the ability to manage multiple priorities and deadlines.

• Proficiency with Microsoft Office Suite and related business applications.

• Excellent verbal and written communication skills.

• Strong attention to detail and problem-solving abilities.

 

PREFERRED QUALIFICATIONS

• Two or more years of experience in an administrative, receptionist, or office support role.

• Experience with multi-line phone systems.

• Experience supporting budgets, purchasing, accounts payable, asset management, or related administrative functions.

 

IDEAL CANDIDATE

• Learns quickly and adapts to changing priorities.

• Demonstrates initiative and works independently with minimal supervision.

• Maintains accuracy and attention to detail in a fast-paced environment.

• Builds positive working relationships with employees, customers, and vendors.

• Contributes effectively as a team member while identifying opportunities for process improvement.

• Communicates professionally and effectively, both verbally and in writing.

 

WORK SCHEDULE

• This is a full-time, in-office position.

• Standard work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.

• Occasional overtime or schedule adjustments may be required to support meetings, special projects, or business needs.

 

BENEFITS: IFA offers a comprehensive benefits package including medical and dental insurance, vision reimbursement plan, generous 401K matching, life insurance, long-term disability, paid time off, paid holidays, employee discounts, as well as many other incredible benefits. Compensation will be based on experience and qualifications.

 

IFA is an Equal Opportunity Employer