Office Administrator

National Financial Partners-posted 2 months ago
$46,000 - $69,000/Yr
Full-time • Entry Level
Los Angeles, CA
5,001-10,000 employees
Funds, Trusts, and Other Financial Vehicles
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Lenox Advisors brings together sophisticated solutions in wealth management and insurance services to high-net-worth individuals and their families. As a wholly owned subsidiary of NFP, an Aon company, we combine the culture of a boutique firm with the stability and backing of a large corporation to create an environment that's truly unique. Responsible for all the Sales Administrative and operational activities performed in the Office. Coordinates the On-Boarding, Off-boarding of the Relationship Managers and Client Service Associates as well as supports the Regional Admin Manager in providing training to the new Relationship Managers and Client Service Associates.

  • Strategic partner of Sales Management team
  • Assists Sales Management team with sending Relationship Managers relevant notifications, based on unit needs
  • Maintains / Coordinates Sales Managers Calendar
  • Provides administrative and operation support to Sales Manager
  • Assist with scheduling of all meetings for office, including the logistics and zoom set up
  • Manages the agenda for all team operational meetings
  • Assist with the travel arrangements and reimbursement process for all travel and other office expenses through Concur
  • Assist with sourcing of candidates through Linked In and other vendors to increase the number of recruits being considered for each core class
  • Enters new recruits into MOSAIC
  • Coordinates, schedules and confirms meetings and reserves conference rooms for Sales Manager's recruit meetings
  • Creates Recruit Meeting agendas/coordination
  • Assists Sales Manager in the tracking and any follow up in the recruiting process
  • Assists with updating and maintaining recruit tracking sheet updates
  • Prepares recruiting packages for first interviews and manages file throughout the process
  • Greets and welcomes all Recruits
  • Distributes and orders any pre-hire testing such as the Hogan
  • Coordinates Relationship Manager, Client Service, Sales Manager onboarding and offboarding tasks
  • Handles the creation of all the development tasks for the new Relationship Manager, Client Service, Sales Manager
  • Assists with first day desk setup for new hires
  • Assists with tagging records with Schedule A attribute during Relationship Manager onboarding
  • Assists Regional Administrative Manager in the client transition process
  • Schedules and coordinates training classes and Lunch and Learns in alignment with National training calendar
  • Creates sales/ training presentations
  • Assists with foundation training such as MOSAIC, Fieldnet, Intranet training as well as provides Company Overview, Computer Systems Overview, General Office Overview, Marketing Overview for new hire
  • Serves as a MOSAIC/Technology champion for Relationship Managers and Client Service Associates
  • Follows processes for Duplicate Resolution and Data Consistency in MOSAIC
  • Assists the data feed team for maintain data consistency as it relates to carrier data feeds
  • Assists with all Sales Event Planning
  • Handles all regional event planning for Sales Management team
  • Provides support to Lenox Partners and visiting staff/Relationship Managers when they are in the office
  • Communicates Departmental messages to Relationship Managers and within the office as directed by Regional Administrative Manager
  • Assists with Technology Initiatives, Projects and Conversions
  • Front line Resource for Relationship Managers and Client Service Associates
  • Provides Relationship Manager and client notary services
  • Answers main line for phones, identifying client's wants and needs, and professionally and promptly announces caller
  • Greets and welcomes all guests and announces visitors promptly to appropriate producer or staff member
  • Manages conference room reservations and registers all office visitors with building security
  • Coordinates with all external facility vendors for maintenance and service
  • Maintains and orders all office supplies, kitchen supplies & equipment, coffee, copy paper and stationary through approved vendors
  • Maintains work area, conference rooms and A/V equipment
  • Monitors and organizes marketing closet and materials
  • Screens all incoming mail for checks and complaints, then sorts all mail and prepares overnight mail packages for delivery
  • Handles building issues, maintenance, telecommunications and security
  • Acts as the technology liaison for all onsite technology implementations and issues with guidance and support from Corporate IT team
  • Handles general office operations and procedures
  • Experience in administrative support or office management
  • Strong organizational and multitasking skills
  • Proficiency in Microsoft Office Suite and other relevant software
  • Excellent communication and interpersonal skills
  • Ability to work independently and as part of a team
  • Experience with recruiting processes and onboarding procedures
  • Familiarity with MOSAIC or similar CRM systems
  • Experience in the financial services or insurance industry
  • Knowledge of event planning and coordination
  • Competitive salary
  • PTO & paid holidays
  • 401(k) with match
  • Exclusive discount programs
  • Health & wellness programs
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