Senior Administrative Coordinator
2 weeks ago
Position Overview:
Join Phaxis in a pivotal Senior Administrative Coordinator role, providing essential support to our Client Advisory division.
This position will ensure efficient administrative assistance to the Client Advisory Team, which includes an Associate Client Advisor, Client Advisor, and Senior Client Advisor.
Key Responsibilities:
Manage incoming communications and ensure timely routing and follow-up.
Maintain professional interactions with both internal teams and external stakeholders, including significant client relationships.
Deliver proactive administrative support to all members of the Client Advisory Team, with a primary focus on assisting Associate Client Advisors in cash management and bill payment processes.
Conduct bookkeeping and accounting tasks for various client transactions as directed by the Client Advisory team, emphasizing bill payments, fund transfers, and wire transactions.
Draft clear and concise written correspondence, which may require familiarity with financial terminology and a comprehensive understanding of the firm's operations, systems, and personnel.
Collaborate with Associate Client Advisors to develop presentation materials for clients and prospects when necessary.Organize meetings and events as required; manage scheduling for internal participants and oversee calendar invitations for the Client Advisory team.
Foster effective working relationships with colleagues and external contacts; may provide flexible support to other Client Advisory Teams as needed.
Maintain updated contact information, manage mass communications, log calls, and create activities in Salesforce.Responsible for ensuring accurate Salesforce client records for the Client Advisory Team and managing external client communications, event invitations, and Salesforce reporting.
Process expense reports and arrange travel for all members of the Client Advisory Team.Compile information and organize responses to Compliance and Audit-related inquiries from the Client Advisory Team.
Client Service Duties (as directed by the Client Advisory Team):
Manage routine communications with clients and their advisors via phone, email, and fax.
Document all written and verbal communications with clients and their advisors in Salesforce.
Assist the Client Advisory team in preparing charts and materials for client and prospect meetings using Excel, Word, PowerPoint, and internal applications as required.
Retrieve basic information from company systems to update client spreadsheets.File correspondence and other documents in internal databases.
Create documentation of client communications for tracking purposes.
Account Management Duties (as directed by the Client Advisory Team):
Collaborate with Client Administration Support to open accounts and coordinate asset transfers with external agents.
Execute cash management functions in accordance with established account procedures and applicable fiduciary regulations and policies.Process client remittances.
Work with clients' CPAs to assist in gathering tax information and issuing tax payments when necessary.
Proactively identify potential overdrafts and communicate relevant information to the team.
Supervise and process client bill payments.
Qualifications:
Bachelor's Degree Required.
5-7 years of experience in an administrative support role, preferably within a banking or financial services environment.
Familiarity with Salesforce is preferred.Strong proficiency in bill payment processes and financial acumen.
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