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Office Administrative Coordinator

2 months ago

Hampton, New Hampshire, United States Valmark Securities Full time

Position Overview:
Valmark Securities is seeking a detail-oriented and organized individual to fill the role of Administrative Support Specialist. This position is ideal for those who excel in analytical thinking and possess a genuine commitment to fostering client relationships.

Key Responsibilities:
The Administrative Support Specialist will be responsible for providing comprehensive support to advisors and team members. Duties include:

  • Managing calendars and coordinating meetings effectively.
  • Handling client data management and document processing.
  • Proactively solving problems and ensuring smooth daily operations.

This role involves overseeing client workflows, which encompasses initiating processes, following up with clients, and ensuring that all tasks progress towards completion. As the primary point of contact, the Administrative Support Specialist will engage in client communications and serve as the face of the office.

Essential Duties:
Among the essential functions of this role are:

  • Answering incoming calls and making outgoing calls to clients and partners.
  • Maintaining the integrity of the CRM system and ensuring all information is up-to-date.
  • Collaborating with advisors to prepare meeting materials, including proposals and reports.
  • Facilitating client onboarding and providing ongoing assistance.
  • Managing documentation, including organizing notes and preparing reports.
  • Delivering exceptional customer service and resolving client issues creatively.

Core Competencies:
The ideal candidate will possess:

  • Excellent verbal and written communication skills.
  • Strong attention to detail and a client-focused mindset.
  • Ability to work independently and as part of a small team.
  • Experience with office technology and cloud-based systems.
  • A proactive attitude and a willingness to embrace new challenges.
  • Discretion in handling confidential information.

Qualifications:
Candidates should have:

  • An Associate or Bachelor's degree.
  • A minimum of 2-3 years of experience in an administrative role.
  • Preferred experience in financial services, insurance, or investment sectors.
  • Proficiency in MS Office applications (Outlook, Excel, PowerPoint, Word).
  • Demonstrated organizational and time management skills with a keen eye for detail.

This position offers a dynamic work environment where adaptability and teamwork are essential for success.