Client Services Administrative Assistant

Florio Wealth Management Group is a Long Island based Registered Investment Advisor (RIA) servicing individuals, families, and small businesses in a variety of financial planning areas. Specializing in the areas of fee-based planning, investment and risk management and group & retirement benefits, the firm is looking for an experienced client service specialist with dual responsibilities in certain key areas of office operations. The role is full-time, Monday-Friday with a hybrid, on-site/work from home model.

The position is responsible for timely and accurate implementation of a variety of client-facing processes such as new business submission, tracking and implementation for both investment and insurance related products, ongoing service and support related to client requests, and the organization and maintenance of records related to such tasks. Additional duties include oral and written client communication, scheduling in-person, virtual, and telephone appointments, and utilizing Advisor's Assistant client relationship management (CRM) system for the tracking of client and prospect workflows and electronic filing of pertinent client information.

Primary responsibilities for this position include:

• New client on-boarding: Complete CRM template for new clients and enter clients into database accordingly, Process appropriate service agreement based on scope of client relationship an obtain client signatures and payments
• Investment & insurance products new business submission: Coordinate with clients to obtain necessary personal information and signatures for proper submission of application paperwork, Tracking of new business paperwork for accuracy and timeliness, Ensuring fees & commissions on new business are paid appropriately
• Coordination of underwriting for life, disability, long term care, and group health insurance
• The timely processing of client deposits and withdrawals
• Annual required minimum distribution (RMD) calculation and processing
• Various other service requests for investment and insurance clients: Beneficiary designations, Contribution changes, Name and address changes, Premium changes, Various other client inquiries and issues
• Managing client notes and files in Advisor's Assistant CRM system: Use internal scanning software to digitize client paperwork, Uploading digital documentation to CRM using ReadyDoc software, Recording of actions and conversations in individual client profiles
• Working with various professional boards and state licensing agencies on the renewal of producer designations and licenses
• Completing cashiering responsibilities: Check deposits, electronic funds transfer (EFT), journals, wires, standing instructions, periodic payments, and distributions, Meeting liquidity needs/raising cash for clients (systematic and one-time withdrawals), Processing remote check deposits, Recording of check receipts
• Ongoing written and oral communication with clients
• Various office administrative tasks: Ordering and maintaining supplies, Interfacing with building management, Interfacing with outside vendors – phone/IT/compliance
• Attendance at several, off-site public semiannual seminars as a representative of the firm: Helping with seminar preparations, Registering attendees, Setting appointment after events, Following up with attendees

Required Qualifications:

• Self-starter and quick learner - ability to pick up a project, and see it to completion without constant supervision
• Professional and personable demeanor – must be able to establish close working relationship with clients, prospects, and other professionals
• Proficiency with Microsoft Office – Word/Excel/PowerPoint/Outlook, Adobe, Google Chrome and Microsoft Edge, Advisor's assistant CRM system or similar
• 5+ years of Client Services/Administration experience

Preferred Qualifications:

• Bachelor's degree
• 5+ years of Insurance new business – life/disability/long term care/fixed annuity: Completing and submitting applications, Follow up through case completion, Medical underwriting requirements - scheduling exams, Obtaining attending physician statements (APS), Obtaining client information and signatures, Working directly with insurance companies and brokerage agencies
• 5+ years of Investment new business: Working with a broker dealer and/or RIA, Completing and submitting applications for mutual funds/529 Plans/Variable Annuities/third party vendors – particularly turnkey asset management programs

Instructions on How to Apply: Please submit your resume along with a cover letter including your salary requirements as well as 3 professional references.

Benefits:

• Competitive salary and bonus package based on individual performance and firm growth
• Employer paid group life insurance
• Employer paid group long term disability insurance
• Paid vacation/sick time
• Retirement plan with 3% match
• Flexible work schedule
• Discretionary additional paid time off when needed

Job Type: Full-time

Pay: $55, $60,000.00 per year

Benefits:

• 401(k) matching
• Life insurance
• Paid time off

Work Location: Hybrid remote in Westbury, NY 11590