Office Administrator

Who We Are:   

Lenox Advisors brings together sophisticated solutions in wealth management and insurance services to high-net-worth individuals and their families. As a wholly owned subsidiary of NFP, an Aon company, we combine the culture of a boutique firm with the stability and backing of a large corporation to create an environment that's truly unique. 

Responsible for all the Sales Administrative and operational activities performed in the Office.  Coordinates the On-Boarding, Off-boarding of the Relationship Managers and Client Service Associates as well as supports the Regional Admin Manager in providing training to the new Relationship Managers and Client Service Associates.

Sales Management Support

• Strategic partner of Sales Management team
• Assists Sales Management team with sending Relationship Managers relevant notifications, based on unit needs
• Maintains / Coordinates Sales Managers Calendar
• Provides administrative and operation support to Sales Manager
• Assist with scheduling of all meetings for office, including the logistics and zoom set up
• Manages the agenda for all team operational meetings
• Assist with the travel arrangements and reimbursement process for all travel and other office expenses through Concur

RM Recruiting Support (back up for all regions)

• Assist with sourcing of candidates through Linked In and other vendors to increase the number of recruits being considered for each core class
• Enters new recruits into MOSAIC
• Coordinates, schedules and confirms meetings and reserves conference rooms for Sales Manager's recruit meetings
• Creates Recruit Meeting agendas/coordination
• Assists Sales Manager in the tracking and any follow up in the recruiting process
• Assists with updating and maintaining recruit tracking sheet updates.
• Prepares recruiting packages for first interviews and manages file throughout the process.
• Greets and welcomes all Recruits.
• Distributes and orders any pre-hire testing such as the Hogan.

RM/CSA/SM Onboarding and Off-boarding

• Coordinates Relationship Manager, Client Service, Sales Manager onboarding and offboarding tasks.
• Handles the creation of all the development tasks for the new Relationship Manager, Client Service, Sales Manager
• Assists with first day desk setup for new hires.
• Assists with tagging records with Schedule A attribute during Relationship Manager onboarding
• Assists Regional Administrative Manager in the client transition process.

RM/CSA Training

• Schedules and coordinates training classes and Lunch and Learns in alignment with National training calendar. Inclusive of reserving conference room, ordering lunch, and making sure all materials are ready in the region.
• Creates sales/ training presentations.
• Assists with foundation training such as MOSAIC, Fieldnet, Intranet training as well as provides Company Overview, Computer Systems Overview, General Office Overview, Marketing Overview for new hire.

Operational Effectiveness

• Serves as a MOSAIC/Technology champion for Relationship Managers and Client Service Associates
• Follows processes for Duplicate Resolution and Data Consistency in MOSAIC
• Assists the data feed team for maintain data consistency as it relates to carrier data feeds

Office Administration

• Assists with all Sales Event Planning (i.e. Relationship Manager Happy Hour, Induction School Lunches RM Lunch & Learns, dinners)
• Handles all regional event planning for Sales Management team (i.e. holiday party (outside of NY/CT), dinners, happy hours, food ordering for Sales related meetings)
• Provides support to Lenox Partners and visiting staff/Relationship Managers when they are in the office (printing, tech support, mailing, etc.)
• Communicates Departmental messages to Relationship Managers and within the office as directed by Regional Administrative Manager
• Assists with Technology Initiatives, Projects and Conversions
• Front line Resource for Relationship Managers and Client Service Associates
• Provides Relationship Manager and client notary services

Regional Office Specific

• Answers main line for phones, identifying client's wants and needs, and professionally and promptly announces caller
• Greets and welcomes all guests and announces visitors promptly to appropriate producer or staff member and maintains a neat and orderly reception area
• Manages conference room reservations and registers all office visitors with building security
• Coordinates with all external facility vendors (cable, internet, etc.) for maintenance and service
• Maintains and orders all office supplies, kitchen supplies & equipment, coffee, copy paper and stationary through approved vendors, ensuring that a supply of basic items is always on hand
• Maintains work area, conference rooms and A/V equipment, including voicemails and switchboard greetings
• Monitors and organizes marketing closet and materials. Keeps marketing pantry and reception area up to date with marketing materials
• Screens all incoming mail for checks and complaints, then sorts all mail and prepares overnight mail packages for delivery and coordinates delivery with service providers and/or messengers as appropriate
• Handles building issues, maintenance, telecommunications and security.
• Acts as the technology liaison for all onsite technology implementations and issues with guidance and support from Corporate IT team
• Handles general office operations and procedures i.e. Relationship Manager filing systems, database management, and other services

We're part of NFP, a multiple Best Places to Work award winner in Business Insurance. NFP is an organization of consultative advisors and problem solvers who help companies and individuals around the globe address their most significant risk, workforce, wealth management and retirement challenges through custom solutions and a people-first approach. 

What We Offer:  

We're proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others. The base salary range for this position is $46,000.00 – $69, The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives. 

NFP and You... Better Together 

NFP and Lenox Advisors is an inclusive Equal Employment Opportunity employer.