Office Administrator

Job Description

Office Administrator

I. MISSION

The Office Administrator at Jansen Wealth Management is an integral part of our company, serving as the true connection between our clients, our team, and our community. This great communicator, influencer and enthusiastic person will support the vision, positive culture, and team spirit. The role of this position is to engage and support the overall success of many different projects and initiatives and by working side-by-side with our Owner and support team. The Office Administrator focuses on team success, client onboarding, client success, and project-managing assignments.

The Office Administrator requires good time management skills and must be flexible in a fast-paced and changing environment. This position also requires attention to detail, ability to work quickly and efficiently with given technology, and the ability to multi-task.

II. ESSENTIAL RESPONSIBILITIES

Client Engagement

· Provides administrative support to Owner: answers calls, manages contacts, manages schedules, expenses, books travel, types correspondence, produces reports, and creates presentation materials

· Ensures phones and visitors are answered promptly and professionally

· Maintains and retains office files consistent with industry policies and requirements

· Purchases office supplies/services, maintains service contracts and manages day-to-day facility needs to ensure the office operates effectively and efficiently

· Coordinates marketing and client events as requested

· Conducts other administrative related tasks and projects as needed

· Sends paperwork to clients using the electronic signature system while adhering to the Custodian’s compliance rules pertaining to electronic signatures

· Sends outbound paperwork to clients using USPS or FedEx, dependent upon request

· Quality Check and submit signed paperwork to Custodian for processing

Advisory

· Engages and prepares client onboarding requirements with financial planning software

· Update CRM with client data and work through client process

Compliance

· Supports Compliance to maintain an effective and robust investment advisory compliance program

· Keeps Investment Advisor disclosure documents, advisory agreements and brochures current and synchronized

· Performs other compliance related tasks and projects as assigned

III. POSITION SPECIFICATIONS

Experience and Education:

· A bachelor’s degree and/or related work experience is preferred

· Ideally, 2 years minimum of experience in financial services

· Strong leadership experience preferred

· Experience with Securities, Financial Planning, Investments and Insurance a plus

· Experience working with various Custodian Platforms (Fidelity, Schwab, TD, etc.)

Skills and Knowledge:

· Excellent communication skills (verbal, written, and listening)

· Proficient in Microsoft Office Suite required

· Proficiency in Firm CRM preferred

· Knowledge of Investment Advisory Regulations a plus

· Proficient in Google Apps / MS 360 / etc.

· Demonstrates personal integrity, honesty, and is able to deal with confidential information on a daily basis

· Ability to deal with stress in an ever-changing investment market and financial services industry

· Excellent time management and strong organizational skills, and ability to prioritize multiple tasks and anticipate potential problems.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Customer Service: 1 year (Preferred)
• Microsoft Office: 3 years (Required)

Work Location: In person