Administrative Operations Coordinator

4 days ago


Lake Oswego, Oregon, United States Allium Financial Advisors, LLC Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Operations Associate to join our team at Allium Financial Advisors, LLC.

The ideal candidate will have a proactive approach and be capable of independently overseeing diverse tasks and demands. They will play a crucial part in keeping our office organized and operating efficiently.

Key Responsibilities
  • Provide administrative support to other departments as necessary.
  • Answer main phone calls, direct them to the appropriate contact, and respond to inquiries.
  • Greet and direct clients and visitors, providing assistance as needed.
  • Manage the firm calendar, including conference room and den schedules.
  • Oversee incoming and outgoing mail, scheduling deliveries and pickups.
  • Manage emails related to admin and client communications.
  • Open and close the office daily.
  • Order and maintain office supplies and equipment.
  • Establish and maintain relationships with office vendors.
  • Maintain the CRM database and ensure its accuracy.
  • Notarize client documents.
  • Receive and give gifts on behalf of an advisor.
  • Support the operations team with K1s, alternative sub-docs, capital calls, and maintaining the operations inbox.
  • Assist with onboarding new staff, setting up workspaces, and granting access to office systems.
  • Contribute to organizing company-wide events, meetings, and functions.
Requirements
  • A minimum of three years of experience in the financial industry.
  • Ability to perform essential duties with or without reasonable accommodation and without posing a direct threat to employee safety or health.
  • Certification as a notary public in Oregon (or ability to obtain within 180 days of hire).
  • Excellent organizational, communication, and problem-solving skills.
  • Ability to multitask, prioritize tasks, and manage time effectively.
Benefits
  • Medical, dental, and vision insurance.
  • 401(k) contribution.
  • Long-term disability and short-term disability coverage.
  • Tech allowance.
  • 20 PTO days and paid holidays.


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