Administrative Coordinator

1 week ago

Westborough, Massachusetts, United States Grimes & Company Wealth Management, LLC Full time

Established Metrowest Registered Investment Advisory firm seeking an Administrative Coordinator to join our growing team. The Administrative Coordinator is responsible for relaying incoming telephone calls, greeting visitors in a professional manner and performing various clerical duties for the firm.

Responsibilities

  • Answers multi-line telephone system, takes accurate messages and transfers telephone calls to the appropriate person in an efficient manner
  • Greets and screens incoming visitors in a professional manner and promptly notifies appropriate person of their arrival
  • Opens and distributes incoming mail on a daily basis, and prepares outgoing mail using postage meter as well as UPS
  • Receives and signs for packages, and delivers to the appropriate person promptly
  • Types correspondence and memorandums in proper format, proofreads and mails as assigned
  • Maintains an adequate break room supply inventory and requisitions additional items as needed
  • Contacts appropriate company for necessary preventive maintenance/service on office equipment and maintain related files
  • Responsible for scanning documents into the firm's electronic filing system, ensuring documents are named and filed accurately
  • Maintain schedules for the firm's conference rooms
  • Communicate with clients in a clear, courteous and responsive manner
  • Scan and deposit checks accurately into client accounts. Maintain check blotter for recordkeeping and compliance purposes.
  • Follow all compliance procedures as outlined in the Compliance Policy and Procedures Manual
  • Respond to the Chief Compliance Officer and other compliance personnel as required/requested for completion of various compliance tasks.
  • Perform special projects and assist with executive travel as needed.

Requirements

  • High degree of accuracy and attention to detail, with strong problem solving skills
  • Ability to organize, multitask, and prioritize in a deadline driven environment
  • Strong communication etiquette with emphasis on diplomacy
  • Proofreading and written communication skills
  • Proficient in Microsoft Excel and Word
  • Ability to quickly grasp new technologies

Education, Training & Experience

  • High school diploma or equivalent required
  • Prior general office experience preferred but not required

Benefits

  • 401(k)
  • Health insurance
  • Dental insurance
  • Vision insurance
  • Flexible spending accounts
  • Health savings account
  • Life insurance
  • Disability insurance
  • Employee assistance program
  • Paid time off
  • Parental leave

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