The primary responsibility of this position is to provide assistance to the financial advisors by organizing and ensuring proper completion of client paperwork; following-up on client service issues; maintaining files; and performing various tasks as needed.
Responsibilities
1. Perform administrative and support functions for the day-to-day office operations including maintaining files, preparing correspondence, running reports, answering telephones, scheduling and confirming appointments, copying materials, and faxing information.
2. Answer telephone inquiries from clients:
- Research and resolve client service problems by contacting the Home Office and Sponsor Companies to resolve problems or errors as needed.
- Escalate problems/issues to Representative as appropriate.
3. Assemble, organize, coordinate, and maintain all client paperwork.
- Communicate with clients to complete new accounts, asset transfers, and other forms.
4. Handle routine service matters for client accounts including processing name and address changes, account applications, and bank authorizations.
5. Set-up and maintain client management system
6. Provide marketing support for the office to include:
- Sending marketing brochures to clients and prospects at direction of Representative(s)
- Following up on referrals, leads, prospects or clients with letters or notes signed by Representative(s)
- Handling unsolicited calls from prospects to schedule appointments or refer to Representative(s)
- Coordinating seminars or client appreciation events
- Creative skills in producing engaging marketing materials, including seasonal campaigns, holiday cards, and branded advertisements.
7. Ensure branch office meets Osaic Wealth's compliance requirements
- Record all transactions on appropriate logs and blotters
- Set up client files correctly and obtain necessary information
8.. Assist with other duties and projects as assigned.
Qualifications
- 2-3 years securities or related industry experience preferred
- Previous customer service experience required
- Previous administrative office experience required
- Ability to organize and prioritize work
- Ability to pay strong attention to detail orientation and ensure accuracy and completeness of all forms, letters, emails, etc.
- Ability to work cooperatively in a team environment
- Ability to organize, prioritize and handle multiple tasks
- Ability to work under pressure and meet deadlines
- Ability to communicate with co-workers, clients, and various business contacts in a courteous and professional manner
- Ability to be at work on a regular and predictable basis
- Knowledge of securities industry practices, procedures and terminology
- Skilled in strong and effective verbal and written communication
- Ability to investigate and research situations
- Adept in Microsoft Word, Excel, PowerPoint, and Canva
- Ability to maintain confidentiality
- Have a proactive approach to client service and problem-solving
- Ability to make rule-based and analytical decisions
- Ability to take complete and accurate notes
- Knowledge of client management databases preferred
- Must be a self-starter and be able to take initiative
- Must be able to work with minimal supervision
Job Type: Part-time
Pay: From $19.75 per hour
Work Location: In person
