Agency Front Desk Assistant and Bookkeeping Support

Job Title: Front Desk Administrative Assistant & Bookkeeping Support Company: The Stellarix Group
Location: Denver, CO (In-Office)
Employment Type: Full-Time (40 hours/week)
Compensation: $50,000-60,000 annual base salary
Classification: W-2, Non-Exempt

Position Summary

The Stellarix Group is seeking a reliable and detail-oriented Front Desk Administrative Assistant & Bookkeeping Support professional to manage front office operations while assisting with bookkeeping data entry. This role is integral to the daily flow of the firm, combining client-facing responsibilities with accurate financial data input. The ideal candidate is professional, organized, and comfortable learning firm systems while positively supporting leadership behind the scenes.

Key Responsibilities

Front Desk & Office Coordination

• Start the office morning routine, including preparing coffee and setting up the workspace
• Execute end-of-day responsibilities, including UPS shipment processing
• Answer and transfer incoming phone calls using company phone and software systems
• Use company software to log and document client communications
• Learn and manage the conference room booking system
• Receive, sort, and distribute all daily mail and packages
• Monitor and route incoming securities-related correspondence
• Submit building maintenance requests and request conference rooms in adjacent towers as needed
• Order office supplies and maintain inventory levels
• Greet clients, vendors, and guests professionally and ensure adherence to security protocols
• Provide general administrative support to the General Agent
• Assist with additional unlisted office duties as needed
• Order business cards with advisors as approved by compliance

Administrative Support

• Enter financial data accurately into accounting systems, trained by the Director of Operations/Bookkeeping
• Support documentation tracking and filing for financial transactions
• Assist with invoice coding, check processing, and receipt entry
• Ensure timely and organized entry of accounts payable and accounts receivable items
• Use Sage X3 software for all bookkeeping entry tasks
• Follow firm protocols for accuracy, confidentiality, and data integrity
• New Business Coordination and Communication as needed

Qualifications

• Bachelors Degree
• Minimum 2 years of administrative or bookkeeping-related experience, verified
• Must have Sage X3 bookkeeping data entry experience, verified
• Proficient in Microsoft Office Suite (especially Excel, Outlook, and Word)
• High attention to detail, data accuracy, and confidentiality
• Excellent written and verbal communication skills
• Strong organizational and multitasking abilities
• Comfortable learning and using internal software platforms
• Professional appearance and reliable transportation required
• This is a smoke-free work environment
• Full-time, in-office presence required (40 hours/week)
• Candidates must be prepared to provide a writing sample during the interview process
• References will be contacted, and bookkeeping experience will be verified prior to offer

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