Office Administrator
Are you looking for an opportunity to utilize superior client service skills and work one-on-one with clients daily for an independent, niche financial firm? If you enjoy developing long-term relationships, constantly challenging yourself, and providing superior administrative support, then we would like to talk to you! Our financial services firm in Clearwater, FL, is seeking to add an office administrator to our All-Business Team!
The ideal candidate for this role will be someone who has the desire to work in the financial industry long-term and contribute to the growth of our business, while having superior written and verbal communication skills.
Job Description:
The purpose of this position is to focus on client email communications, facilitating messages to the appropriate team member, noting our CRM of communication history, and servicing our existing client base with all service requests, including beneficiary changes/withdrawals, annuity reallocations, incoming client service calls, database management, and client appointment preparation. Assist with client update reports and mailings, file preparation for upcoming meetings, and with setting client appointments for advisors via prospecting phone procedures. This position also requires office administrative functions and duties, such as inventory management, basic upkeep of overall office appearance, prepping meeting rooms pre-and-post-meeting, and working directly with co-founders and executive team of advisors for a variety of tasks.
Minimum Requirements:
- Associate's degree preferred
- •Financial Industry experience preferred but not required
- 2 + years working alongside a Financial Advisor in a fast-paced office environment preferred but not required
- Experience with Outlook a must, CRM system Redtail preferred, or having the ability to learn new software systems rather quickly
This position requires you possess the following skills:
- Strong organizational skills with the true ability to multi-task while not “losing your place” or train of thought
- Excellent communication (people skills), both written and verbal, with advanced grammar/writing skills
- Attention to detail and accuracy
- Proactive management style and consistent follow-through/follow-up
- Ability to bend down to turn off door alarms
- Ability to lift 15 lbs. of boxes/supplies
- Ability to walk hallways to seat clients and communicate with internal team members
- Ability to work in a fast-paced environment with 10-15 incoming phone calls an hour and 2-3 meetings per hour
Daily Responsibilities:
- Answer all incoming phone call
- Distribute phone calls and follow procedures on managing phone communication
- Confirm daily appointments
- Update calendars
- Note all client and prospective client calls in CRM for history/tracking
- Emailing phone messages to relevant team members
- Working closely with tax department to coordinate the delivery and processing of client tax returns
- Greeting and seating in-person meetings
- Cleaning reception area and conference rooms
- Light facility management upkeep
- Supply ordering
- Communicating with advisors to place clients in meeting rooms
- Unpacking and storing supplies
Hourly Compensation:
Benefits:
- Vacation and sick days accumulated over time until end of calendar year, and eligible on 91st-day of employment
Additional Details:
- Reports to headquarters: Clearwater, FL office (in-office)
- Start time, 9:00 a.m./End time 5:30 p.m.
- 30-minute unpaid lunch
- 90-day probationary period
- Not eligible for overtime
Presented by Advisor Employee Services Thank you for your interest in the Office Administrator role. Advisor Employee Services, a consulting firm located in Lenexa, Kansas, represents the top 1% of financial advisors in all 50 states in their hiring needs. Please take a moment to explore our website and the services provided We are not a staffing firm but together we have built a reputable and continuously expanding business model which allows us to pinpoint the exact personnel needs of these established financial advisors. If you feel that you have the skills it takes for the position responsibilities listed, please apply today!