Administrative Coordinator

4 days ago

Oviedo, Florida, United States Investment & Insurance Planning Services, LLC Full time
About Us:

Investment & Insurance Planning Services, LLC is a well-established financial services firm dedicated to helping individuals, small business owners, and families achieve their financial goals. We pride ourselves on providing personalized service, expert advice, and a welcoming environment for our clients.

Job Summary:

As a Part-Time Receptionist, you will be crucial in creating a positive and professional first impression for our clients. You will be responsible for managing the front desk, answering calls, scheduling appointments, and providing administrative support to our financial advisors.

Key Responsibilities:
  • Greet and Welcome Clients: Greet and welcome clients as they arrive at the office, ensuring a positive and professional first impression.
  • Answer and Direct Calls: Answer, screen, and professionally direct incoming calls to ensure timely and efficient communication.
  • Schedule Appointments: Schedule and confirm client appointments using our scheduling software, ensuring seamless coordination and minimal disruptions.
  • Manage the Office: Manage and maintain the office area, ensuring it is clean, organized, and conducive to productivity.
  • Provide Administrative Support: Assist with basic administrative tasks such as filing, data entry, and document preparation, ensuring accurate and timely completion.
  • Receive and Distribute Mail: Receive and distribute mail and deliveries, ensuring timely and efficient processing.
  • Provide Excellent Customer Service: Provide excellent customer service to clients, addressing their inquiries and directing them to the appropriate person or resource.
  • Assist with Special Projects: Assist with special projects and tasks as needed by the financial advisors and office manager, ensuring seamless execution and minimal disruptions.
  • Decorate the Office: Decorate the office for holidays and seasonal themes, ensuring a welcoming and festive environment.
  • Purchase Office Supplies: Purchase office supplies, ensuring adequate stock and minimal disruptions.
  • Participate in Marketing Events: Occasionally participate in after-hours marketing events, ensuring effective promotion and minimal disruptions.
Qualifications:
  • Previous Experience: Previous experience as a receptionist or customer service role in financial services is preferred.
  • Strong Communication Skills: Strong verbal and written communication skills, ensuring effective communication and minimal misunderstandings.
  • Proficiency in Microsoft Office: Proficiency in Microsoft Office Suite (Word, Excel, Outlook), ensuring efficient and accurate completion of tasks.
  • Task Management: Ability to handle multiple tasks and prioritize effectively, ensuring timely and efficient completion.
  • Professional Appearance: Professional appearance and demeanor, ensuring a positive and professional first impression.
  • Independence: Friendly, approachable, and able to work independently, ensuring seamless execution and minimal disruptions.
Work Hours:
  • Monday to Friday: Monday to Friday 9:30 a.m. to 3:30 p.m.
  • Flexibility: Flexibility to adjust hours as needed for personal, client, or office needs.
Compensation:
  • Competitive Hourly Wage: Competitive hourly wage based on experience plus potential for bonuses based upon firm goals.

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