Company Overview:
At Bay Financial Services (JF Financial), we pride ourselves on delivering exceptional financial guidance with a personalized touch. As we continue to grow, we're looking for a dedicated Office Administrator to help maintain smooth day-to-day operations and contribute to our team's overall success.
Position Summary:
The Office Administrator will play a vital role in supporting both our advisors and clients by managing a variety of administrative and operational tasks. This full-time position is ideal for someone who is highly organized, personable and proactive.
Key Responsibilities:
· Answer incoming phone calls during business hours and direct inquiries to the appropriate advisor.
· Greet clients and visitors warmly, offering complimentary beverages and ensuring a professional and welcoming environment.
· Create and maintain client files, including accurate data entry into our CRM system.
· Prepare materials for advisor meetings, including portfolio analysis and documentation.
· Draft formal correspondence and follow-up documents before and after client meetings.
· Process and submit new business applications for approval and tracking.
· Follow up with investment and insurance companies to monitor the status of account transfers and fund movement.
· Schedule client and prospect appointments and assist with related paperwork.
· Support a paperless office initiative by maintaining digital records.
· Handle service requests such as beneficiary changes and policy updates.
· Assist in the planning and coordination of client appreciation events.
· Work with the marketing team to support website updates and social media activities.
Qualifications:
· Previous experience in an administrative or office support role, preferably in a financial or professional services setting.
· Strong organizational skills and the ability to manage multiple tasks efficiently.
· Excellent verbal and written communication skills.
· Proficiency with common office software and tools (Microsoft Office Suite, CRM platforms, etc.).
· Detail-oriented with a proactive approach to solving problems and improving processes.
· Familiarity with basic accounting tasks is a plus.
Pay: $22.00 per hour
Work Location: In person
