Administrative Support Coordinator

2 weeks ago

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

We are seeking a dedicated Client Services Coordinator to join our team at ZeroThreeSixty Wealth Partners. This role is essential in providing comprehensive administrative assistance within a dynamic financial advisory environment.

Key Responsibilities:

  • Client Interaction: Act as the primary contact for clients, managing inquiries via phone and email with professionalism and efficiency.
  • Appointment Management: Schedule and confirm client meetings, ensuring all relevant materials are prepared ahead of time.
  • Onboarding Support: Facilitate the onboarding process for new clients, including document preparation and ongoing communication.

Document Oversight:

  • Maintain organized client files, ensuring compliance with regulatory standards.
  • Assist in the preparation and distribution of financial documents, including reports and proposals.
  • Handle sensitive information with confidentiality and care.

Office Management:

  • Oversee the office environment, managing supplies and equipment to ensure operational efficiency.
  • Coordinate with vendors for office needs and support technology-related issues.

Administrative Duties:

  • Provide support to financial advisors with calendar management, travel arrangements, and expense tracking.
  • Assist in compliance documentation and ensure adherence to industry regulations.
  • Process payments and manage financial transactions related to office operations.

Client Service Excellence:

  • Prepare and manage paperwork for client accounts, including account forms and transfer requests.
  • Respond to client inquiries regarding their accounts and financial matters.
  • Monitor pending transactions to ensure timely completion.

Meeting Coordination:

  • Organize meetings, including agenda preparation and minute-taking.
  • Assist in planning client events and workshops, ensuring logistical support.

Compliance and Record Maintenance:

  • Document all client interactions in accordance with regulatory requirements.
  • Support audits and regulatory reviews by providing necessary documentation.
  • Stay informed on industry regulations to maintain compliance.

Financial Planning Assistance:

  • Help prepare financial plans and projections under the guidance of financial planners.
  • Gather and organize client financial data for analysis.
  • Support the creation of marketing materials to enhance client engagement.

Reporting and Analytics:

  • Generate regular reports for clients and management, ensuring accuracy.
  • Monitor key performance indicators to identify areas for improvement.
  • Assist in preparing financial statements as needed.

This position requires exceptional organizational skills, attention to detail, and the ability to multitask effectively within a financial planning office.

Qualifications:

  • Preferred college degree, though not mandatory.
  • Integrity and Ethics: Commitment to ethical practices and confidentiality in handling sensitive information.
  • Strong Work Ethic: Proactive and diligent in completing tasks accurately and on time.
  • Organizational Skills: Ability to prioritize effectively in a fast-paced environment.
  • Effective Communication: Strong written and verbal skills for clear information exchange.
  • Technical Proficiency: Familiarity with office software and financial planning tools.
  • Client-Centric Approach: Commitment to serving clients with professionalism.
  • Problem-Solving Skills: Analytical abilities to identify and resolve issues.
  • Team Collaboration: Willingness to support colleagues and contribute to a positive work environment.

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