Office Coordinator

iA Financial Group•Edmonton, AB

2d•Hybrid

About The Position

The primary focus of the Office Coordinator is to be the first point of contact for Advisors, visitors and members of the public. The Office Coordinator is responsible for answering and directing telephone calls and greeting visitors in a prompt, efficient and friendly manner maintaining a professional demeanor at all times. The Office Coordinator will also receive, sort and distribute incoming mail and prepare outgoing mail as required.

Requirements

A minimum of 1-2 years' experience in a clerical, administrative or similar role
Superior organizational and time management skills with demonstrated ability to effectively manage multiple tasks and responsibilities
Proven accuracy, attention to detail and data entry skills
Excellent written and verbal communication skills
Strong interpersonal skills with a demonstrated ability to develop and maintain relationships and work within a team environment
Ability to represent self, office and organization in a professional, positive manner at all times
Ability to handle sensitive and confidential information in a professional manner
Knowledge of WealthServ and Microsoft Office programs; Outlook, Word, Excel and PowerPoint in particular
Knowledge of commonly used office equipment and telephone/voice mail systems

Nice To Haves

Bilingualism in French and English an asset

Responsibilities

Answer all telephone calls in an efficient and professional manner, directing and redirecting calls or taking messages as appropriate.
Greet and assist or direct visitors, vendors, employees and others as appropriate, ensuring that visitors with appointments are met by the appropriate individual(s).
Assume ownership of assigned responsibilities, including recognizing any urgencies and assisting in the resolution of problems.
Respond to general inquiries and requests for information whenever possible.
Maintain meeting room schedule, if required.
Maintain reception area.
Maintain office supplies, ordering new and replacement stock as required.
Receive and sign for letters, packages and other deliveries.
Distribute mail as it pertains to all staff and departments within in the office, as required.
Sort and prepare all outgoing mail daily, as required.
Create and/or upload documents into the WealthServ system as needed.
Ensure all time-sensitive notices are emailed to the advisor in a timely fashion, as required.
Provide administrative support to the sales and operations teams, as required.
Perform various clerical tasks, as requested.
Additional responsibilities, duties and special projects as identified.