Office Manager and Contracting/Licensing Coordinator

4 weeks ago

Madison, United States WestPoint Financial Group Full time

WestPoint Financial Group is seeking a dual-role Office Manager and Contracting/Licensing Coordinator to join our Madison, WI office.

Our associates are vibrant, high-energy, highly competent professionals who are respected for their precise expertise, product knowledge, and commitment to professional growth.  Teamwork, idea sharing, and healthy competition set our firm apart from others in the industry.

At WestPoint, we believe our culture of genuinely caring about people is our special sauce.  We are good people that are defined by excellence.  We work together to be next level in all that we do.  We are inclusive, we are welcoming, we are modern.

The ideal candidate will be detail-oriented, proactive, and a self-starter - someone who can easily identify areas where they can make an impact.  The successful candidate must be organized, collaboration-minded, and considered highly communicative, exhibiting strong interpersonal skills.

Responsibilities:

Reception/Office:

  • Greet and announce firm visitors in a welcoming manner.
  • Answer incoming calls and direct appropriately.
  • Maintain break room and conference room schedules.
  • Notify building management of maintenance requests.
  • Prepare onboarding materials and ready workspace for new associates.
  • Provide telephone and voicemail training to new firm personnel.
  • Open and close the office at stated business hours.
  • Sort and distribute incoming mail and packages (including USPS, UPS and FedEx).
  • Maintain office machinery and supplies (including postage meter, photocopier, and other office machines).
  • Maintain firm lists for various departments.
  • Assist with vendor management.
  • Ensure day to day operations are prioritized according to client and advisor needs and deadlines.
  • Responsibilities may be added at the manager's discretion.

Contracting/Licensing Coordinator

  • Responsible for administrative processing of broker contracts.
  • Submit and track license reimbursement.
  • Complete offboarding tasks for departing associates.

Position Requirements:

  • High school diploma or equivalent.
  • Associate or bachelor’s degree, preferred.
  • Proficient in Microsoft Office Suite.
  • Excellent telephone skills.
  • Strong interpersonal communication, organizational and multi-tasking skills.
  • Diplomacy skills.
  • Must be detail-oriented and proactive.
  • 1+ years administrative experience.
  • No immigration sponsorship available for this role.

WestPoint Financial Group offers a competitive salary and full benefits package, including Medical, Dental, Flexible Spending Account, Life Insurance, Disability, Paid Time Off, Paid Holidays, and 401(k).

This position is on-site, full-time, Monday-Friday with set, regular hours.

Please submit a cover letter that includes your salary requirements.

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