Office Coordinator

Office Coordinator – Financial Services organization is seeking an experienced office coordinator to join their North Strabane team. This position is responsible for ensuring a smooth, professional, and welcoming experience for clients, prospects, and visitors. Monday through Friday. 8:00 AM to 4:30 PM. $20.00-22.00 per hour.  

Responsibilities:

·   Answer and direct incoming calls promptly, monitor voicemail and email inboxes, and respond to client inquiries

·   Greet visitors in a professional and friendly manner; maintain overall client experience

·   Provide high-level administrative and organization support to the owners of the firm, including managing business and personal calendars, travel arrangements and itinerary management, correspondence and necessary administrative tasks, while maintaining confidentiality and discretion

·   Enter data and upkeep databases, ensuring a high level of accuracy

·   Communicate with various clients to facilitate information requests

·   Prepare and process basic financial applications 

·   Track asset transfers and reconcile fund transfers 

·   Scan and e-file documents, sort and distribute incoming and send outgoing mail, faxes, and deliveries

·   Create and maintain basic operational manuals 

·   Coordinate marketing and event support (administrative in nature)

·   Manage compliance, correspondence and advertising submittals

·   Manage securities and insurance disclosures to clients 

·   Manage securities/insurance licensing and continuing education credits 

·   Maintain appearance and functionality of office (schedule general office maintenance, oversee cleaning)

·   Manage basic office systems (phone and voicemail set up and management), including organization of server 

Qualifications

·   2+ years in reception or administrative support; client-facing experience in financial services or professional services a plus

·   Extremely organized, detail oriented with welcoming demeanor

·   Understands superior customer service standards 

·   Highly proficient in computer skills including Microsoft Office Suite, Web based software and CRM Software 

·   Use of office systems such as Zoom, Constant Contact, MyRepChat and ability to send general client communications via electronic methods

·   Notary Public a plus

A company willing to make sure the employee finds their perfect match in the job field