Administrative Assistant/Receptionist

Description: This is a unique opportunity to learn about and contribute to one of the best financial advisory firms in the area. The administrative assistant/client service coordinator is a key role for this organization as it is the first and last person a client will interact with when visiting the office. In addition, this role is a key component in the client service delivery strategy with the ultimate goal of creating an exemplary client experience. There are career growth opportunities in this position.

Responsibilities and activities:

• Reception. Greets clients and makes them feel comfortable when they visit the office
• Provide a beverage (coffee, tea, etc.) to clients
• Answers incoming phone calls and directs them appropriately
• Collects, Sorts, records, and distributes the mail
• Records and processes client deposit/investment checks
• Orders and manages office supplies, stationary, marketing material, etc.
• Maintains and updates client data
• Responsible for periodic Client service including monthly Client birthday and wedding anniversary greeting cards
• Coordinates outside networking partners and wholesaler visits
• Schedules client and prospect appointments
• Maintains calendars for each team member
• Confirms scheduled appointments via phone, email, and Teams virtual links
• Ensures data is accurate and complete for all new prospect profiles and new client data
• Initiates and tracks client correspondence
• Maintains physical and digital files
• Scans and files client materials
• Maintains all email requests, i.e. ad hoc requests from advisors, clients, and prospects
• Answers client questions and provide information related to their accounts
• Prepares meeting materials for advisors upcoming meetings
• Completes tasks for meeting follow up

Knowledge, Skills & Abilities

Requirements:

• Proven computer office competency, such as MS Office suite, SalesForce CRM, and other PC related tools
• Superior attention to detail with regard to both office functions and client service
• Great organizational skills
• Ability to multi-task and handle frequent interruptions as this is an active client-facing office
• Must bring positive attitude daily. The person in the role helps set the initial tone for Client interface. We love what we do.
• Desire to learn and develop professionally is a key component for this position
• Excellent phone skills and ability to handle multi-line phone system
• Professional presentation
• 3-5 years of experience in administrative/reception position

Helpful:

• Previous experience in administrative/reception position
• Experience in a professional services industry

Benefits:

• Health Insurance
• Vision Insurance
• Paid Time Off
• 401k

Job Type: Full-time

Pay: $47,000.00 - $57,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Front desk: 3 years (Preferred)
• CRM software: 1 year (Preferred)

Work Location: In person