Administrative Assistant

The Administrative Assistant provides administrative support to the Client Services Team and Account Manager(s) to ensure that our Trust Funds are serviced with excellence. In addition, this role coordinates with vendors and fund professionals to organize and prepare Board of Trustee meetings regularly.

Keys for success in the admin role:

Responsibilities

Customer Service

• Provide high quality customer service to client trustees, vendors and other service providers in an efficient prompt and professional manner.
• Respond to and resolve any complex issues.
• Serve as primary, daily contact to clients on delivery of services.
• Raise issues as appropriate to Department Manager.
• Learn and use professional excellence tools and concepts to ensure efficient and quality output/service delivery.

Administration

• Attend board meetings, take notes, prepare minutes/action summaries as directed.
• Maintain Accounts Payable Logs for client vendors as aid to review, reconcile and approve client invoices for payment.
• Process Trustee expense reports.
• Coordinate mailing projects for Pension and Health and Welfare funds. Verify mailing lists to confirm data using claims system and other software applications.
• Identify trust documents eligible for scanning and document appropriate folders accordingly.
• Maintain client links and cosmetic adjustments to the client websites by providing updated forms and other plan documents.
• Conversion of documents and meeting materials to PDF formats using Adobe Pro software.
• Process or assist in compiling reports in an effective and timely manner.
• Maintain meeting coordination activities, trust documents and website/portal.
• Support efforts regarding daily administrative tasks; client interactions via mail, email inquiries and faxes.
• File management: Code correspondence and documents for filing, identify file purging needs, and file lists maintenance and Records Retention Management for Health & Welfare& Pension funds.
• Maintain client printing supplies using inventory records to avoid shortages. Ensure that documents are properly coded and up-to-date.
• Maintenance of Client contact lists.
• Assist with company promotional items. Participate in company and client activities (trust meetings, special call meetings, etc.) as needed.

Teamwork

• Work cooperatively with other team members
• Actively participate in team meetings and training activities.
• Perform additional responsibilities and projects as periodically assigned.

Education/Certification:

• High School Diploma/GED (minimum)

Skills/Abilities:

• Administrative experience in a Third-Party Administrative firm (or similar industry) preferred.
• 1-3 years experience in an office environment. (related industry preferred, but not required.)
• Solid expertise in MS Excel & MS Word (i.e. pivot tables and lookup functions).
• Exceptional attention to detail.
• Professional, client-focused approach to colleagues and assignments.
• Strong oral and written communication skills.
• Ability to work independently in a fast paced, deadline driven work environment.
• Ability to seek out experiences that may change perspective or provide an opportunity to learn new things.
• Strong dedication to follow-through on all tasks and assignments.
• Ability to sit for long periods of time operating a computer keyboard.
• Ability to organize, set priorities, work independently and complete multiple projects within established deadlines.
• A collaborative and supportive approach to problem solving.
• Professional appearance, attitude, and excellent work ethic.
• Bilingual preferred, but not required (English/Spanish).

Employee Benefits Program

COMPANY PROVIDES:

• MEDICAL, DENTAL, VISION
• SHORT-TERM DISABILITY
• Full coverage benefits for a low weekly premium of $5 (Employee Only), $15 (for Child(ren) and $20 per week for full family or Employee/Spouse.
• COMPANY PAID supplemental dental coverage of $1,000 per year for Employee.
• COMPANY PAID LONG TERM Disability & Life/AD&D coverage.
• 401K Plan including company match up to 5%.
• COMPANY PAID additional pension plan entirely funded by the company.
• EXCEPTIONAL TIME OFF package including Paid Personal Leave (PPL) and Vacation with annual BUY BACK options!!!!
• Annual, automatic pay increases.

Southwest Service Administrators provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, pregnancy, military and veteran status, age, physical and mental disability, genetic characteristics, or any other considerations made unlawful by applicable state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence compensation and training. Southwest Service Administrators expressly prohibits any form of workplace harassment based on race, color, religion, sex, national origin, pregnancy, military and veteran status, age physical and mental disability, or genetic characteristic