Administration Assistant

3 weeks ago

Bloomsburg, United States Appelman Financial Full time
Job DescriptionJob Description

We are seeking an Director of First Impressions/Office Assistant Position to join our team You will perform clerical and administrative functions in order to drive company success.

Responsibilities:

  • Draft correspondences and other formal documents
  • Plan and schedule appointments and events
  • Greet and assist onsite guests
  • Answer inbound telephone calls
  • Develop and implement organized filing systems
  • Perform all other office tasks

Qualifications:

  • Previous experience in office administration or other related fields
  • Ability to prioritize and multitask
  • Excellent written and verbal communication skills
  • Strong attention to detail
  • ​Strong organizational skills

Director of First Impressions/Office Assistant Position

Appelman Financial is hiring a receptionist/office assistant position 24-40 hrs week. Our office provides retirement planning and investments to our local communities. Normal office hours are 9:30 am - 5 pm Mon. thru Fri. We do have client events and seminars in addition to normal office hours, usually 1-3 a quarter. There is also a need to fill in for other employees during sick days and vacations. Pay starts at $18 per hour based on experience and education in financial processes. Take home mailing preparation-folding, labeling, sealing is paid at $8 per hour and is in addition to office hours (as needed we currently have someone completing this task).

We are a family owned and operated business with 2 financial advisors and 3 seasoned part time office staff. Personal and professional integrity is a must. Confidentiality is also of upmost importance as you will have confidential data to process. Our office can be a fast paced multitasking atmosphere. We are looking for a self-motivated, positive, detail oriented, and well-spoken office assistant. Computer proficiency must be high and experience in a professional office preferred. Training is on the job and requires time to learn standard processes and industry terminology. Self-motivation is required to learn the job and jump into projects as needed. Asking questions is important. You will be required to be fingerprinted by FINRA requirements, sign a non-compete clause, sign a confidentiality statement and background check. Attire is business casual and modest. No visible large tattoos, piercings etc. Our office and property are entirely smoke free.

Please see the attached position details.

Please take a few moments to review our website www.appelmanfinancial.com If you feel this position fits you, please let me know what time you are available for an interview. Thank you for your time and we look forward to meeting you soon.

 

Objectives

1. New Clients/Growth

2. Provide excellent customer service

3. Provide committed assistance to team

4. Enjoy our team environment

 

Results of our Objectives

1. New assets under management

2. Increase client referrals

3. Add names to prospect list (mailings with quarterly calls)

4. Attendance of client events

5. Review and follow SOP’s (standard operating procedures)

 

5 Traits that Define a Level 10 Assistant

1. Dedicated to Success of Firm

2. High Achiever

3. Productivity and Good Time Management

4. Positive and Motivating

5. Accountability for Areas that Need Improvement

Habits are More Important than Knowledge/Knowledge can be achieved with Great Habits

 

Director of First Impressions/Office Assistant Position

  • AM – Setup office in A.M
    • Turn on Kuerig Coffee maker/light candle etc.
  • AM – Check voicemail in the AM
    • Route messages to the appropriate team members
  • AM Run Portfolio Pathways “Asset Allocation” and “Performance” reports for the days review appointments
  • PM – Open and route mail
    • Must be sorted ASAP (time sensitive)
  • PM – Confirm appointments for the next day
  • PM – Wash dishes/collect trash as needed
  • PM – Pull files for the next day & prepare any office documents needed
  • Address client questions, problems and requests
  • File all client paperwork and statements
  • Schedule appointments using preset verbiage/questions
  • Complete Account paperwork and processing
  • Redtail CRM Database Entry and maintenance
  • Pull client files when necessary
  • Make new folders as needed
  • Keep file drawers organized and neat
  • Help with misc. projects such as organizing dead files/beneficiary research/RMD
  • Editing and Preparing monthly mass mailers/ Oversee all mass mailing projects
  • Provide back-up for the Administrative assistants
  • Send out client gifts and recognitions (anniversary, birthday, wedding, etc.)
  • Place internet orders
  • Help coordinate and implement Multi-touch Marketing Calendar
  • Follow all FINA and SEC financial industry compliance requirements – email, mailings, compliance approval on printed pieces and advertising
  • Assist in the development of client/prospect letters and other marketing collateral
  • Assist marketing director with planning client events/charity events
  • Attend/help with client events as requested (this includes decorating and themed events)

 

Pros:

Fun and Positive Team Environment – We are a family that supports each other.

We have clients who need our help and appreciate that we take the time to meet their needs and answer their questions.

Flexible time off and day switching as needed (within reason and current team schedules)

Fun Client events to thank and network with our clients and prospects

Charity events

Staff lunch outings or delivery a few times a month

Substantial Christmas bonus and yearly raises based on performance

Education and advancement possible for an interested team member.

 

Possible Cons:

The occasional difficult client phone call. If their advisor is unavailable sometimes clients won’t provide the reason for their call. Handling calls with compassion and firmness may be required.

We are a small office and clients are caught off guard by a new name or voice.

We burn candles or wax burners (some have an issue with the perfumes).

Dishes, trash, quick bathroom refreshing and organizing will be required as part of the position.

No set “lunch time” or breaks. We eat when we have time and manage the phones during those break times. You are welcome to work with other staff to carve out those breaks as needed.

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