Administrative Manager

Overview
Our client, Armand Financial & Insurance Solutions LLC, is seeking a highly organized and proactive Administrative Manager to oversee the office operations and ensure the smooth functioning of administrative tasks.

Position Summary:

The Administrative Manager is responsible for maintaining office support and client services. Expectations include effective and positive communication, professional representation and ability to anticipate client and President’s needs. Client relations management processes including data entry and interpersonal written communications are key components of this role. Reports directly to President of Armand Financial and will be direct manager of any additional part-time employees or interns in the future.

Key Duties/Responsibilities:

• Serve as integral team member and office manager of Armand Financial
• Understand the importance of the company’s relationship to New York Life, outside brokers, and the San Antonio business and non-profit organizations associated with
• Maintain an up-to-date office calendar between NYL events, outside affiliates, including client meetings for appointments, centers of influence and others
• Prepare client files for daily meetings, duplicate items from file to sales central
• Prepare seasonal cards, post-meeting emails/mailouts, and client cards for mail
• Create and proofread and edit documents such as proposals, notes and other materials
• Track supply usage in office and place cost efficient supply orders
• Conduct office preparation and maintain office orderliness daily
• Utilize standardized processes/procedures to work effectively
• Communicate client meetings and correspondence weekly to President
• Serve as “First Impressions telephone connoisseur”
• Develop familiarity of internal technology platforms and demonstrate to clients
• Maintain company and client confidentiality

Experience/Skills/Abilities Required:

• Strong Interpersonal Communication with people from diverse backgrounds
• Time Management, exceptional organizational skills while balancing change; comfortable with autonomy
• Experience with Microsoft Office, Google Docs, Adobe and Microsoft Shared Drives
• Strong written and verbal communication – including penmanship –English grammar, spelling and content proficiency
• Professional Dress and reliable transportation

Hours: This position is full-time 40 hours weekly; potential hybrid option. Tangible and intangible benefits will be discussed.

Location: New Braunfels; 1 day per month in San Antonio.

Pay: This role is paid hourly. There is an additional pay incentive for bringing in new qualified clients.

Duties include, but not limited to:

• Manage calendar (Outlook and Calendly)
• Schedule and confirm appointments with clients (Reviews, age change, orphans, term conversations, opportunities)
• Maintain client data base and execute service protocols (Sales Central, Forms, follow ups, calling service center, etc.)
• Track open cases to completion and follow up as needed with underwriting department and/or clients
• Liaison with service center/GO/Tech support on all service/account issues and questions
• Data entry – (Sales central – entering consumers, logging calls, notes, creating tasks)
• Office organization (scanning, physical/digital filing of office documents)
• Maintain office equipment (printer, scanner, supplies)
• Pulling reports for advisor
• Licensing help as needed (Applying, renewing, Sircon)
• Event prep (as needed)- (client appreciation, symposium, future events)
• Marketing (Webinars - Getting lists, sending emails to clients/COIs, dealing with Manifestive – business cards, email signatures, MOD – Calendar ordering, uploading client info/addresses, Canva graphics)
• Social Media (Scheduling posts from the approved library, Hearsay)
• Client correspondence - (mailing cards, birthday upload via Handwrytten, sending Tiffs treats, flowers, ordering food)
• Compliance requests – (social media profiles, CE, SMRU, File keeping)
• Trainings/Webinars – (Sales Central, NYLICU courses, actual agent assistant training offered by NYL, Nautilus if it pertains to me)
• Correspondence with Bookkeeping (as needed) – (pulling statements, uploading receipts to Google drive, updating CC information)
• Brokerage duties (applying/getting info) – (Lincoln, Guardian, Jackson, PAC Life, Ohio National)
• Group benefits (Census, Correspondence with various providers, Data Gathering, Correspondence with the group contact)
• Mailing (UPS/FedEx/USPS) – client related/misc. Returns (Client policies, Xmas cups, personal returns)
• Mail review – (Sorting, paying bills, giving to President for review, filing)
• Nautilus – Gathering and uploading documents for business valuations
• Emails – Sorting and reviewing emails while you are away
• Preparation for staff meetings – (You may not know this, but I create agendas for Monday and Friday meetings lol)
• Personal Tasks/Misc Requests

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Microsoft Office: 5 years (Required)

Ability to Commute:

• New Braunfels, TX 78130 (Required)

Ability to Relocate:

• New Braunfels, TX 78130: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $25