What are the responsibilities and job description for the Customer Service Representative / Receptionist position at Foster Financial Services?
Job Title: Administrative Assistant/ Customer Service Representative
Date: January 2025
Location: Tucson, Arizona (work performed in our office)
Department(s): Advisory / Financial Planning
Status: Part time
Compensation: Hourly Wage, plus bonus potential after 120 days
About Our Firm
Fosters Financial Services is quickly growing, independent financial advisory firm based in Tucson, Arizona. We serve a diverse group of individual and multi-generational clients across the country and are deeply committed to helping our client achieve their financial goals. We are looking to grow our team to provide even better service to our clients.
About You
You are a dynamic and hardworking individual who is looking for an opportunity to grow your career with an amazing team. You love continuously growing and stretching your skills set. You enjoy being a part of making people feel welcome and well taken care of, while also knowing you are contributing towards helping clients achieve different life goals.
Summary of Essential Duties
The Administrative Assistant/ Customer Service Representative provides direct administrative support to the firms advisors as well as front office duties and general administrative processes and procedures. This role is the first point of contact with clients, coordinating client appointments and delivering an exceptional client experience.
Responsibilities
A successful Administrative Assistant/ Customer Service Representative will:
- Make people entering the office feel truly welcome and by being cheery and upbeat, greeting people by name, directing them to the appropriate waiting space, offering refreshments and doing what is appropriate to ensure their experience is pleasant
- Efficiently / accurately complete administrative tasks to allow advisors to focus on helping our clients reach their financial goals
- Increase operational efficiency and improve administrative procedures
- Minimize scheduling issues and conflicts
- Maintain high levels of client satisfaction and build relationships with firm clients
- Answer phones, route calls and take / distribute messages
- Schedule, calendar and manage tasks and activities in CRM and team members’ calendars
- Manage incoming and outgoing communications (telephone, email and faxes)
- Provide general office support (photocopying, faxing, filing, office errands, creating documents, etc.).
- Review, sort and distribute incoming mail
- Order and maintain office supplies (including firm collateral, information packages, kitchen supplies, general office supplies, postage supplies, etc.)
- Manage client touches and birthday process, cards / gifts (Sympathy, Get Well, Thinking of You, etc.)
- Complete operations / client service tasks as requested and train to be competent in all areas over time
- Update processes / procedures related to the Administrative Assistant position
- Complete back-up duties, requests and additional projects as assigned
Knowledge, Skills & Attributes
- High School diploma preferred
- Financial services experience preferred
- Comfortable working with industry related software (CRM a plus)
- Expert computer skills, including advanced knowledge of Microsoft Office, Excel and PowerPoint
- Excellent oral, written and interpersonal communication skills
- Professional appearance and demeanor
- Impeccable ability to maintain confidentiality and integrity
- Effective follow-up skills and ability to meet deadlines without prompting
- Flawless attention to detail and accuracy required
- Energetic, eager to learn, willing to cooperate
- Self-motivated with ability to work well independently and under direction
- Comfort with being a “team player” and doing whatever is needed, big or small
Equal Opportunity Employer.
Job Type: Part-time
Pay: $17.00 - $20.00 per hour
Expected hours: 30 – 35 per week
Benefits:
- 401(k)
- 401(k) matching
- Flexible schedule
- On-the-job training
- Paid time off
- Professional development assistance
Shift:
- Day shift
- Morning shift
- No nights
Work Location: In person
Salary : $17 - $20