Office Administrator

Overview
We are seeking a dedicated and organized Office Administrator to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by managing various administrative tasks and general office management. This position requires strong communication skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

Duties

• Oversee daily office operations, ensuring efficiency and productivity.
• Handle front desk responsibilities, including greeting visitors and managing phone systems with excellent phone etiquette.
• Maintain organized filing systems for important documents and records.
• Coordinate vendor management activities, including procurement and relationship maintenance.
• Assist with scheduling meetings, managing calendars, and organizing office events.
• Support various departments with administrative tasks as needed to facilitate workflow.
• Answers and directs phone calls, respond promptly to emails and phone calls with professionalism and friendliness
• Schedules appointments, manage calendars, organizes travel arrangements and special projects, maintains client scheduling frequencies based on tier, and assists advisors in managing Centers of Influence meeting schedules.
• Produces, delivers, and maintains correspondence, manages electronic filing systems, and handle administrative duties such as filing, copying, scanning, mailing, binding, and coordinating overnight delivery
• Coordinates with marketing and compliance to prepare and distribute monthly newsletters for physical and electronic delivery.
• Reviews outstanding workflows, provides status updates to advisors for decision-making, and ensures tasks are completed, delivering daily and weekly updates to supervisors and advisors.
• Assists with implementing and tracking insurance cases, ensuring accurate application and underwriting processes.
• Maintains a clean, sanitary, tidy, and welcoming environment in shared spaces, and prepare conference rooms with necessary materials
• Provides general support and hospitality to visitors, working with outside vendors for service calls
• Organizes supplies for the office and kitchen, ensuring all areas are well-stocked and organized
• Handles sensitive information with professionalism and confidentiality
• Demonstrates reliability and organizational skills, ensuring timely completion of tasks
• Works independently with minimal supervision while collaborating effectively within a team setting
• Maintains a positive attitude and a willingness to assist others in achieving their goals
• Produces and distributes the monthly newsletter, ensuring compliance and marketing approvals are obtained.
• Utilizes CRM to as reference to maintain client data base including but not limited to updating items, maintaining data integrity, and keeping the advisors' client household spreadsheet accurate and up to date.
• Organizes client reporting to identify current needs
• Communicates effectively as a liaison between the supervisory team and advisors by coordinating with the operations manager, following up with the service team on workflows, and providing updates to the advisory team on outstanding items.
• Performs other duties as assigned

Qualifications

• Proven experience in office management or administrative roles is preferred.
• Strong skills in budgeting and payroll management are highly desirable.
• Proficiency in using phone systems and maintaining professional phone etiquette.
• Familiarity with vendor management practices is a plus.
• Excellent organizational skills with the ability to manage multiple priorities effectively.
• Strong communication skills, both verbal and written, are essential for this role.
• Ability to work independently as well as part of a team in a collaborative environment.
• Proficient in Microsoft Office Suite or similar software applications.
• Familiarity with Client Relationship Management (CRM) software
• Ability to anticipate colleague and client needs.
• Proficient problem-solving and multi-tasking abilities
• Savvy with technology with the ability to learn in-house programs and tools.
• Attention to detail and organization, with a high level of accuracy.
• Initiative and ability to multi-task and work across the team to provide excellent service to clients.
• Analytical ability and pleasant persistence when engaging with clients regarding financial data and goals.
• Dependable, willing to put in extra effort, motivated to tackle problems, comfortable with periodic pressure and able to assist a wide range of client personalities and temperaments.
• Ability to work effectively with a remote supervisor by communicating frequently to address outstanding items and anticipate future needs.
• Ability to work independently in a quiet, small office environment, while maintaining frequent communication with the supervisor to close the loop on outstanding items and anticipate future needs

Physical Requirements

• Ability to sit for extended periods
• Manual dexterity for using keyboard, mouse, and office equipment
• Strong communication skills
• Mobility of body, rotation of neck
• Ability to lift light objects (20 pounds)
• Precise hand-eye coordination for data entry and account reconciliation
• Onsite presence during business hours. Remote work not permitted.

Join our team as an Office Administrator where you will contribute to creating an efficient work environment while supporting our organizational goals!

Job Type: Full-time

Pay: $20.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

Salary : $20 - $27