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Office Administrator
A financial services firm is recruiting a full-time Office Administrator. Successful candidates must have excellent communication skills, be detailed-oriented, reliable and able to provide outstanding customer service.
Duties:- Director of “First Impressions”
- Greet visitors/clients/prospects who arrive at our office
- Ensure first floor is always presentable and ready
- Oversee weekly cleaning of office and communicate with cleaning service
- Answer phones, take messages, transfer calls, assist with scheduling meetings (in-person and virtual) and handle routine questions
- Keep new client forms/folders ready to hand out
- Assist with decorations and take care of plants/flowers
- Support management with equipment and supplies
- Develop and maintain knowledge of all office equipment
- Prepare/update Standard Operating Procedures for certain office functions as needed
- Assist employees with technology issues and updates
- Contact service providers if necessary for maintenance/support
- Maintain inventory of, purchase and organize all office supplies
- Coordinate lunch meetings: order/pick up food
- Run errands as needed
- Help with event planning/special gift ordering
- Assist management with client service-related tasks
- Prepare client paperwork and work with clients to complete
- Become an expert in using and maintaining our CRM database
- Facilitate client gifting
- Type letters/create spreadsheets/complete research projects
- Scan, copy, file and fax paperwork for clients and office staff
- Receive and sort incoming mail/Manage all outgoing mail, UPS, FedEx
- Track pending issues and follow up with others to complete tasks
- Excellent verbal and written communication skills
- Working knowledge of Microsoft Office/Word/Excel strongly preferred
- Comfort working with computers and phone system is a must
- Comfort working with clients online/on phone/face to face
- Ability to multitask
- Strong organization skills
- Attention to detail
- Positive Attitude
- Pride in work
- Willingness to learn
- Flexibility, as this role will need to react and respond to client and business needs that can arise unexpectedly
- A good sense of humor
- Ability to work unsupervised
The person in this role will report to the Partners and to the Operations Manager but will also have duties assigned by others in the firm. As a small office, the candidate will provide and receive support from all in the office.
Employer Will Provide:- Training in industry-specific terms, software and basic competencies
- Competitive wage and benefits package
- A great work environment/positive culture
- Paid-for municipal garage parking
- Director of “First Impressions”
