This position provides administrative support to managers, other employees, and office visitors to ensure the efficient operation of the office. Your will be responsible for routine clerical and administrative tasks. This person is also the first point of contact by greeting visitors and answering the telephone.
Job Duties
- Greet and assist clients, offer coffee, tea, soda, water and seat them in the conference room
- Turn on lights in all office areas, kitchens, bathrooms, etc in the morning and Turning them all off prior to leaving for day
- Turn on TV in main lobby area with soothing video/music for professional lobby ambiance
- Answer telephones, check voicemail and distribute messages to appropriate persons. Answering all incoming calls and triaging to the appropriate departments. Any calls to cancel a second, third, or paperwork meeting must be put on hold for the advisor or marketing manager to pick up to conserve. If the advisor is not in the building, text message them the prospective investor’s name and phone number
- Confirm all client appointments on the calendar for Margaret Hixon (purple). Make notes in Redtail
- Open all incoming packages for HD Money and store promotional materials in proper storage areas
- Keep kitchen fully stocked and place orders as needed
- Responsible for keeping track of all general office supplies needed and making orders through appropriate vendors. Order and Maintain inventory of HD Money t-shirts. Order and Maintain needs of HD Money business cards
- Responsible for keeping all conference rooms prepared and ready for the next meeting. This includes cleaning the board, and the glass table
- Point person for the telephone system and training of the system for new staff
- Responsible for taking a photo of all new potential investors and uploading it to their profile in Redtail
- Sending each client a birthday card and record in Redtail
- Create profile/Opportunity in Redtail for each lead coming in from social media marketing (Rohring Results)
- Coordinate and execute all staff birthdays and business luncheons and all supplies needed including coordinating with appropriate restaurant, picking up and paying for the food, buying cake and ice cream and a birthday card, and possibly flowers
- Assist the processing and marketing departments with data entry, ticker entry, seminar assistance, or any priority work on an as needed basis.
Job Requirements
- Prior Administrative or assistant experience
- Knowledge of office management systems and procedures
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Superior time management skills and ability to multi-task
- Works well in a team environment
- Attention to detail and accuracy are essential
- Creates a positive experience for staff and clients
- Proficient with MS Office and CRM
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
