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Office Support Specialist

2 months ago

Albuquerque, New Mexico, United States ZeroThreeSixty Wealth Partners Full time
Job Overview

We are seeking a dedicated Office Support Specialist to provide essential administrative assistance within our dynamic financial planning firm. In this role, you will engage with clients in a professional and timely manner, implement office protocols to enhance efficiency, manage appointment scheduling, and promote our brand through various community initiatives and marketing channels.

Compensation:

$45,000 annually

Key Responsibilities:

Client Interaction:

  • Act as the primary contact for clients, managing phone calls and email correspondence.
  • Coordinate and confirm client appointments, ensuring all necessary materials are prepared ahead of time.
  • Facilitate client onboarding by preparing documentation and maintaining ongoing communication.

Document Organization:

  • Maintain and organize client files, ensuring all records are current and compliant with regulations.
  • Assist in the preparation and distribution of financial documents, presentations, and proposals.
  • Handle sensitive information with discretion, ensuring secure storage and transmission.

Office Management:

  • Oversee the office environment, managing supplies and ensuring a well-organized workspace.
  • Collaborate with vendors for office-related services and supplies.
  • Support office technology, addressing minor IT issues and coordinating with external IT support as needed.

Administrative Assistance:

  • Provide support to financial advisors, including calendar management, travel arrangements, and expense tracking.
  • Assist in the preparation of compliance documentation, ensuring adherence to industry standards.
  • Manage the processing of payments, invoices, and other financial transactions related to office operations.

Client Service:

  • Prepare and process necessary paperwork for client accounts, including new account forms and transfer requests.
  • Assist clients with inquiries regarding their accounts and financial matters.
  • Monitor pending transactions to ensure timely and accurate completion.

Meeting Coordination:

  • Organize and manage meetings, including preparing agendas and taking minutes.
  • Assist in planning client events, seminars, or workshops, providing logistical support and follow-up.

Compliance and Record Keeping:

  • Document all client interactions and transactions in compliance with regulatory standards.
  • Support audits and regulatory reviews by providing necessary documentation.
  • Stay informed on industry regulations to ensure office compliance.

Financial Planning Support:

  • Assist in preparing financial plans and related documents under the guidance of financial planners.
  • Gather and organize client financial data for analysis.
  • Support the creation of marketing materials and client communications.

Reporting and Analytics:

  • Generate and distribute reports to clients and management, ensuring accuracy.
  • Monitor key performance indicators (KPIs) to identify areas for improvement.
  • Assist in preparing financial statements as required.

This position demands exceptional organizational skills, attention to detail, and the ability to manage multiple responsibilities effectively.

Qualifications:

Educational Background: College degree preferred but not mandatory.

Integrity and Ethics:

  • Commitment to ethical practices and confidentiality in handling sensitive information.
  • Maintain high standards of professionalism in all interactions.

Work Ethic:

  • Proactive and diligent approach to work, ensuring tasks are completed accurately.
  • Willingness to take ownership of responsibilities and meet deadlines.

Organizational Skills:

  • Ability to manage multiple tasks and prioritize effectively.
  • Meticulous attention to detail in all documentation and communications.

Communication Skills:

  • Excellent written and verbal communication abilities.
  • Strong interpersonal skills to build positive relationships.

Technical Skills:

  • Proficient in office software applications and financial planning tools.
  • Quick learner of new technologies relevant to the financial planning industry.

Client-Centric Approach:

  • Genuine commitment to serving clients with professionalism.
  • Responsive to client needs and proactive in resolving issues.

Problem-Solving Skills:

  • Strong analytical skills to identify issues and develop solutions.
  • Resourceful in handling unexpected challenges.

Team Collaboration:

  • Ability to work collaboratively with colleagues.
  • Willingness to assist with tasks beyond primary responsibilities.

About Us

At ZeroThreeSixty Wealth Partners, we are dedicated to empowering you in every aspect of your financial journey. Our thorough and thoughtful approach ensures personalized guidance and support tailored to your unique financial goals.