Office Administration Coordinator

1 week ago

Hampton, New Hampshire, United States Valmark Securities Full time


Are you detail-oriented and possess a technical mindset? Do you value building strong client connections? If you excel in an organized and methodical environment, this opportunity at Valmark Securities might be the perfect fit for you as an Office Administration Coordinator.

The Office Administration Coordinator plays a crucial role in providing daily assistance to advisors and team members, including managing schedules, coordinating meetings, and handling client data. This position also involves document processing and proactive problem-solving to ensure smooth operations.

In this role, you will oversee daily client interactions, which includes initiating processes, following up with clients, and ensuring that tasks are progressing towards completion.

The Office Administration Coordinator will serve as the primary point of contact within the office, engaging in meaningful client communication.


Key Responsibilities:
  • Handle incoming and outgoing communications with clients and partners.
  • Maintain calendars and manage the CRM (Client Relationship Management) system, ensuring data accuracy and currency.
  • As the main contact for scheduling on-site and off-site meetings, you will collaborate closely with advisors to prepare various proposals, spreadsheets, presentations, and reports.
  • Facilitate client onboarding and provide ongoing support, including creating meeting folders and welcome materials.
  • Manage documents by organizing meeting notes, uploading client documents, and preparing reports.
  • Deliver exceptional customer service and innovative solutions for client inquiries.
  • Draft correspondence, reports, memos, and emails.
  • Oversee office management tasks, including ordering supplies and maintaining office organization.

Core Competencies:

  • Outstanding verbal and written communication skills with a keen attention to detail.
  • Strong focus on client service and the ability to work independently.
  • Excellent interpersonal skills with a commitment to building lasting relationships in a small team setting.
  • Proficient in using office equipment, software tools, and cloud-based systems.
  • Willingness to learn and embrace new challenges with a positive attitude.
  • Ability to handle confidential information discreetly.
  • Creative problem-solving skills with a focus on achieving complete resolutions.
  • Comfortable in a fast-paced and dynamic work environment.
  • Adaptable within a team, ready to take on various roles as needed.

Qualifications:
  • Associate or Bachelor's degree.
  • 2-3 years of experience in an administrative or executive support role.
  • Experience in financial services, insurance, or investment sectors is preferred.
  • Proficiency in MS Office applications (Outlook, Excel, PowerPoint, Word, etc.).
  • Demonstrated administrative, organizational, and time management skills with a strong emphasis on detail and accuracy.

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