Front Office Administrator

Job Description

Job Title: Front Office Administrator

Report To: Director of Operations

Job Status: Part-Time 1099 (20-25 hours/week) 12 Week Contract

Job Summary

The Front Office Administrator is responsible for providing excellent service, support, follow-through and administrative tasks with the purpose of delivering an exceptional client experience. The Front Office Administrator specializes in client experience to ensure Stonehaven Financial Group is an efficient and organized office allowing the advisors to focus on building client relationships.

Essential Duties and Responsibilities

• Administer all areas of the client process including but not limited to:
• Schedule and confirm client appointments via phone and email
• Warm client prospecting and scheduling
• Welcome clients and guests in a professional manner
• Answer and direct incoming communications and visitors both in person and via a multi-line phone system
• Prepare, organize, coordinate, and maintain client paperwork
• Assist with vendor communication including package delivery and preparing outgoing mail items
• Record notes from appointments, assign tasks, record opportunities, and assist in creating a follow-up plan
• Process changes to any address, phone, and email
• Review applications, beneficiary forms and other change requests for accuracy and completeness
• Generate account paperwork including statements
• Research and resolve client service problems for errors as needed
• Process and record all transactions on appropriate logs
• Set up client files and obtain necessary information
• Communicate necessary follow up with clients
• Update and maintain relationship management system
• Support ongoing efforts for growth with new clients and continuous interaction with current clientele to provide an excellent client experience
• Maintain a clean and orderly office environment and
• Interact with a wide variety of companies to obtain needed information or request that certain actions be taken and follow up to ensure processes are completed in a timely manner
• Obtain working industry knowledge and overall familiarity with relevant internal and Broker-Dealer resources

Periodic Duties and Responsibilities

• Be available for other projects as needed

Skills Required

Understanding and proficiency are required in regards to customer relationships, customer service, data entry, confidentiality, problem resolution and MS Office products such as Word, Excel, Outlook, CRM, and Financial Databases.

Abilities Required

• Ability to follow verbal and written communications
• Ability to communicate effectively with clients, prospects, public and coworkers in a professional and courteous manner and maintain confidentiality
• Ability to express ideas clearly in both written and oral communications
• Ability to self-motivate and work independently
• Ability to get ideas accepted and to guide a group or individual to accomplish a task
• Ability to organize and prioritize multiple tasks (time management)
• Ability to work in a multitasking environment and embrace change
• Ability to work well under pressure
• Ability to pay close attention to detail
• Language Ability: Ability to read and interpret documents such as rules, instructions and manuals. Ability to write routine reports and correspondence.
• Mathematical Ability: Ability to add, subtract, multiply and divide. Ability to understand and apply percentages.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Education and Experience

• High school diploma required.
• Customer Service Experience required.
• Experience in the financial services industry and/or administrative support is preferred.

Securities offered through Registered Representatives of Cambridge Investment Research, Inc. a broker-dealer, member FINRA/SIPC. Advisory Services offered through Cambridge Investment Research Advisors, Inc a Registered Investment Advisor. Cambridge and Stonehaven Financial Group are not affiliated.

Job Types: Part-time, Contract

Pay: $20.00 per hour

Schedule:

• Monday to Friday

Experience:

• Office: 2 years (Preferred)

Ability to Commute:

• Placentia, CA 92870 (Required)

Work Location: In person