Administrative Assistant/Client Services Coordinator

Job Description

Job Description

Direct Hire, Administrative Assistant / Client Service Coordinator

Fully Onsite Position - Half Day Fridays (Office Closes at Noon)

Salary: $50,000 - $60,000/annually

*Need a background within the financial industry*

No medical benefits offered, but highly competitive 401K plan

Summary of responsibilities

This position provides administrative support to primarily one financial advisor, interfacing with clients and maintaining operating efficiency with paperwork and software programs. This is a full-time, 100% in-the-office position.

Principal responsibilities

• Complete all forms correctly and submit them in a timely manner
• Electronically file client statements, correspondence, and agreements so that all client filing is completed in a timely manner
• Track pending business paperwork; update pending business summary sheet for advisor’s attention when documents are outstanding; track and tally all outstanding work weekly
• Handle phone calls from clients, when appropriate; transfer calls to advisor, when required
• Interact with and update the client management system
• Perform mail merge for mailings, as directed by advisor
• Interact with and access the resources of our home office support staff efficiently
• Make recommendations to systematize and improve office functioning
• Regularly review Commonwealth news items, technology updates, and e-mail communications; report pertinent information back to advisor
• Ensure all administrative compliance requirements are met on time
• Ability to independently travel via airplane out of state, at company expense, once every year or so for 2-3 days for training
• Ability to independently travel via car to New Bern, NC for 1-2 days per visit for a likely maximum of 3 such trips in the first year and one or two such trips in subsequent years.

Required knowledge/skills/competencies

• High attention to detail
• Five years’ experience in an administrative role or three years’ experience in financial services
• Demonstrated ability to work in fast-paced environment
• Superior organizational skills
• Sufficient patience to do repetitive work correctly
• Ability to fill out forms exactly
• Proficiency in MS Office 365 Suite (e.g., Word, Excel)
• Ability to follow directions precisely