Office Manager and Administrative Assistant

Office Manager and Client Experience Team Member

General Responsibilities:

The responsibility of the Office Manager is to manage the business operations of the network office to enhance productivity and profitability. The Office Manager anticipates the needs of the office, plans for its development with the Managing Partner, recommends necessary changes, and takes independent action in his/her areas of authority. The Managing Partner subscribes to the philosophy, principles and practices of the Northwestern Mutual and Network Office. Specific responsibilities include but will not be limited to:

Office Operations Support Team

· Recommend to the Managing Partner and/or Director the skills and amount of support required.

· Train, either directly or indirectly, the team members in all aspects of their responsibilities.

· Maintain adequate coverage through cross-training.

· Conduct annual performance reviews with each member of the Team and recommend salary increases and promotions to the Managing Partner and/or Director.

· Maintain all necessary employee records and administer benefits.

· Create and maintain job descriptions for each position.

· Document performance problems.

· Create and maintain employee handbook.

Administrative Procedures

· Review all home office communication and ensure that Managing Directors, detached and housed financial representatives and staff are informed on a timely basis of any procedural changes.

· Establish and regularly review all administrative procedures in the agency to ensure that the business needs of the network office and the requirements of the home office are met, and initiate changes.

· Work in partnership with the Managing Partner and/or Director to plan for network office development, recommend changes in staffing, equipment, office space or layout, financial representative training and support necessitated by development plans.

· Develop and maintain an agency manual of policies, procedures and practices.

Facilities Management

· On an ongoing basis, inspect the office space, order necessary repairs or recommend replacement or improvement when necessary.

· Establish, implement and maintain adequate security and safety procedures.

· Recommend alterations in space planning to meet growth needs. Coordinate moves or expansions as necessary.

· Research available technology and recommend changes in equipment as necessary.

· Recommend the purchase and ensure proper maintenance of office equipment, furniture, and office supplies.

Office Resource Center

· In partnership with the Managing Partner/Director, determine the level and type of administrative support to be offered to financial representatives and the charges for these services. Administer financial representative support programs.

Maintain security of computer systems via sign-on administration.

· Assist in the development and monitoring of contests.

· Coordinate meetings and attendance at company annual and regional meetings.

· Monitor reports (i.e., persistency, FMI Online, etc.).

· Help plan and execute office and network events to build company culture.

Customer Experience Team

Operations Support

· Case notes (Copy Talk) into CRM

· Manage starter checklist for each Financial Representative

· Create and maintain compliant client file folders

· Creating compliant letters/sending out correspondence and handling incoming mail and e-mail

Planning, Sales, and Service Support

· Conduct weekly one-on-one meetings with all Financial Representatives supported

· Participate in Development Team meetings to disseminate and gather information for the betterment of the reps and the office

· Prepare, or collaborate with others, to develop consistent, high quality life stage appropriate plans for every Financial Representative subscribing to the Financial Planning unit

· Prepare, or collaborate with others, to develop an integrated package for Financial Representatives to deliver to their clients as part of a pre-sale package

· Compile meeting kits which includes all materials needed for the approach, close, delivery and client review

· Maintain compliant electronic client files, complaint files and check and order logs

· Manage underwriting process which includes providing, or collaborating with others to provide:

· Pre-filling applications

· Pre-checking applications for completeness and accuracy

· Submitting applications

· Scheduling requirements and medical exams

· Monitoring of the Daily Status Report (DSR) and take action on cases needing attention

· Process, or collaborate with others to open/fund investment accounts and investment service requests such as funds disbursements, account transfers and trade correction requests

· Process, or collaborate with others to complete risk product (POS) service requests such as name and address changes, beneficiary changes, updates to Insurance Service Accounts to facilitate the collection of payments, etc.

Marketing Support

· Initiate and create feed lists to gain referrals

· Administer Marketing Start-up kit (business cards, stationery, e-mail auto signature, professional profiles, press release, and review of marketing site).

· Basic website setup.

Qualifications

It is recommended that the Network Office Manager candidate have the following qualifications:

· Life & Health Licensed in Arizona or ability to be licensed within 60 days of start date.

· Preferred Bachelor's degree, preferably in business or an equivalent combination of education and/or progressively responsible work experience.

· General insurance and investment experienced preferred.

· Three to five years’ experience in a management position, including hiring, training, planning, financial monitoring, and program development, preferably in a service organization.

· Proven ability to lead and manage people.

· Demonstrated leadership to motivate and hold others accountable

· High degree of initiative.

· Superior written and oral communication skills.

· Demonstrated use of time management skills.

· High level of organizational skills.

· Financial training or background, with emphasis on financial planning and budgeting.

· Ability to take independent action and make sound decisions.

· Overall knowledge in computer hardware and software.

· Knowledge of state and federal Human Resources laws.

· Ability to be diplomatic.

· Ability to be flexible and open-minded.

· Experience in strategic planning.

· Ability to handle change, pressure, criticism.

· Team oriented.

Job Type: Full-time

Schedule: Monday to Friday

Pay: $50,000-55,000

Location: 5870 Onix Dr Ste A, El Paso, TX 79912

Benefits:

· Dental insurance

· Health insurance

· Paid time off

· Retirement plan

· Vision insurance

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• El Paso, TX 79912 (Preferred)

Work Location: In person

Salary : $50,000 - $55,000