Office Administrator

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The job of an office administrator is to work closely with the office manager to keep the office running smoothly. And when needed should be able to step in and perform key functions of the office manager’s role when they are out of the office.  (Such as but not limited to; operations and administrative functions, client servicing, sales and marketing support, compliance support and IT support). They should also have excellent communication skills, multi-task, and prioritize their responsibilities while working in a busy office environment. They should be proficient in the use of all Microsoft Office software, as well as, key office/administrative software.  They should also have strong internet research abilities.  Be able to work both, independently with minimal supervision oversight and in a collaborative environment.  Be flexible and willing to adapt to changing client and work requirements. 

General Job Responsibilities:

  • Greet visitors and make sure they are comfortable
  • Maintain a safe and clean office environment for both clients and staff
  • Answer phones and route calls to specific people
  • Take and relay messages
  • Assist with Scanning, faxing & e mailing
  • Assist with proof reading and the preparation of documents
  • Assist with the preparation of reports
  • Answer inquiries about company
  • Schedule meetings and conference rooms.
  • Update appointment calendars
  • Schedule follow-up appointments
  • Coordinate mail flow in and out of office

Operations / Administrative Responsibilities

  • Take point on preparing and processing client paperwork (Inside and outside sales)
    • Be the firm specialist on TD Ameritrade’s paperwork
    • Be the firm specialist on LFS’s paperwork
  • Perform the month end responsibilities in Axys
  • Perform the quarterly billing (Axys / Jx)
  • Perform the maintenance and audit of Axys
  • Perform the maintenance and audit of Junxure
  • Monitor the office Supplies and replenish as needed.
  • Take minutes during meetings
  • Assist staff with any projects
  • Create and review correspondence, reports and documents (Ongoing and as needed)

Client Servicing Responsibilities

  •  Take point on the on-boarding of new clients
  • Take point on the processing and coordination of paperwork
  •  Assist clients with general front & back office requests
  • Quickly identify and resolve client issues
  •     Process incoming contributions
  •  New Money
  •  New Accounts
  • Process outgoing distributions
  • One time distributions
  • Ongoing distributions
  • Required minimum distributions
  • Take point on the preparation and delivery of client reports to be used by advisors for:
  •  Port Reviews
  • Tax filing
  • Other reports as needed
  •   Assist with the generation, packaging & processing of client tax returns
  •   Assist with meeting or exceeding the firm wide client retention targets

Sales / Marketing Support Responsibilities

  • Take point on the printing, assembling and packaging of prospect materials such as:
  • Client Folder
  • Supplemental inserts
  • Handouts
  •  Supporting Literature
  •  Presentation materials
  • Work books
  • Assist with the set up and tear down of firm sponsored prospecting events
  •  Review marketing and sales rough drafts for correct spelling and grammar
  • Assist in meeting or exceed the firm wide business development targets

Compliance Support Responsibilities

  •   Assist the Office Manager in maintaining the annual compliance checklist

IT Support Responsibilities

Be the firm specialist in the following software / applications:

Junxure

  • Maintenance
  • Workflow sequencing
  • Client View Live
  • Maintenance

Laserfiche

  • Filing
  • Document recovery
  • Maintenance

AXYS

  • Billing
  • Download
  • New Client set up
  • Exiting client removal
  • Maintenance

Assist the Office Manager to ensure that mission critical applications and functions are up and running smoothly.  Such as, but not limited to:

  • Monitor Security / Firewall systems to make sure they are running correctly
  • Monitor our backups & Restore functions to make sure they are current
  • Verify key hardware & software applications are up to date and running efficiently
  • Desktops / Laptops / iPads / Ect.