Job Description
Job DescriptionJoin Our Team
We are seeking a highly organized, client-focused professional to serve in a unique dual-role capacity as both an Office Coordinator and Practice Administrator for a growing financial services practice in Boardman, Ohio. This position combines front-office client service, business processing, and operational support for a team of financial advisors.
How You Will Help Grow the PracticePractice Administration & Advisor Support
· Prepare and submit insurance and investment paperwork.
· Assist with new account openings, transfers, and transactions.
· Support advisors with new business processing and service requests.
· Prepare sales illustrations, reports, and client presentation materials.
· Coordinate medical exams, client appointments, and advisor follow-up activities.
· Assist with servicing existing client accounts, including obtaining forms and preparing in-force illustrations.
· Train and support new advisors on office procedures and business submission systems.
· Champion, train, and implement new technology and operational processes.
· Assist with the ongoing development and execution of the practice's client service model.
Client Service & Relationship Management
· Serve as a primary point of contact for clients and prospects.
· Respond to client service requests in a timely and professional manner.
· Enhance client relationships through positive interactions and accurate CRM documentation.
· Support advisors in delivering consistent and exceptional client experience.
· Schedule client meetings and maintain advisor calendars.
· Coordinate virtual and in-person meetings.
Office Coordination & Operations
· Welcome visitors and clients in a professional and friendly manner.
· Manage a multi-line telephone system and direct calls appropriately.
· Process incoming and outgoing mail, UPS shipments, and correspondence.
· Maintain office supplies and coordinate vendor orders.
· Schedule conference rooms and meeting logistics.
· Coordinate copying, scanning, filing, and document management activities.
· Support day-to-day office operations and special projects as needed
· Provide first-level support for office technology, including Zoom, and Microsoft Office Suite.
· Create, format, proofread, and distribute correspondence and business documents.
· Utilize Microsoft 365 applications to support advisors and office operations.
· Maintain organized records and administrative systems to support business growth and compliance requirements
Who You Need to Be
We are looking for someone who:
· Is highly organized and systems oriented.
· Creates structure while remaining adaptable to changing priorities.
· Takes initiative and proactively solves problems.
· Demonstrates exceptional attention to detail and accuracy.
· Manage multiple projects and deadlines with confidence.
· Communicates professionally with clients and team members.
· Enjoy working collaboratively while also being self-directed.
· Embraces technology and continuous improvement.
· Understands the importance of discretion, confidentiality, and professionalism.
Qualifications & Experience
· 3+ years of administrative, client service, office operations, financial services, insurance, banking, or related experience preferred.
· Experience in establishing and maintaining systems for tracking activities and workflow.
· Strong organizational and time-management skills.
· Proven ability to work effectively under pressure and manage competing priorities.
· Proficiency with Microsoft 365 (Word, Excel, Outlook, and Teams).
· Strong typing, data entry, proofreading, and written communication skills.
· Experience with CRM systems and financial services operations is preferred but not required.
· Experience supporting multiple professionals or advisors is a plus.
Additional Information
Due to regulatory requirements within the financial services industry, candidates must successfully complete a background check and fingerprinting process prior to employment. Confidentiality, professionalism, and integrity are essential components of this role.
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