Office Administrator Jobs

About The Position

Requirements

• Passion for excellent service and client satisfaction
• Excellent verbal and written communication skills
• Strict attention to detail with high quality results
• Ability to multi-task and prioritize work daily
• Flexibility and embraces change
• Strong organizational skills and ability to meet all deadlines
• Strong team player and approachable
• High degree of professionalism
• Proficient with Microsoft Office and navigation of systems

Nice To Haves

• Minimum 1 year of financial services industry and client service experience preferred
• BS/BA degree or equivalent work experience preferred

Responsibilities

• Deliver exceptional service in every client interaction
• Greet and assist our clients and guests with service requests and appointments
• Partners with advisor team to set and achieve high service standards
• Manage and review calendars for advisors and prepare appropriate materials for upcoming appointments
• Ensure a seamless onboarding experience and work with clients to set a great first impression
• Remove roadblocks for clients and focus on ease of doing business
• Deliver customized service with each client and demonstrate ownership for every request
• Coordinate client appointments, process requests received from advisors and clients
• Answer phone calls and emails from clients; follow up on client requests
• Submit transaction requests to processing team to ensure completion and accuracy
• Ability to handle multiple advisors’ book of business and complex service situations
• Understand department workflows, policies and procedures to submit requests correctly and timely
• Identify process improvements and partners with leaders to implement changes
• Provides notary services for client transactions
• Prepare and stock refreshments for the office daily
• Help with snacks, beverages and meals as needed for the office staff or clients
• Direct incoming client phone calls to appropriate departments
• Manage office supplies and restock as needed
• Receive all deliveries and route to the appropriate recipient
• Prepare internal mail for routing to appropriate offices; receive, open and sort daily mail; Assist with facilities related issues and tasks as needed
• Maintain satisfactory attendance
• Suggest and embrace process improvements
• Focus on quality and accuracy of work
• Any other duties as assigned

Benefits

• Competitive base pay
• Extensive benefits package
• Medical: Blue Shield (PPOs and HDHP with HSA) plans and Kaiser (HMO) plans for California associates
• Dental insurance with MetLife
• Vision insurance with VSP
• Optional supplemental benefits
• Healthcare savings accounts with company contribution
• Flexible spending accounts
• Flexible working arrangements
• Generous 401K contributions
• Exempt associates qualify for our flexible paid time off policy
• Non-Exempt associates will receive 15 days of paid time off annually during the first three years of employment
• 11 Paid Holidays
• Option to participate in our Equity Purchase Program (Contract, intern, and part-time employees are not eligible)
• Future growth opportunities within the company
• Collaborative, creative environment where each person feels encouraged to contribute to our processes, decisions, planning and culture
• Benefits are available to full-time associates who work more than 30 hours a week