Client Service Administrator (Office Manager)

Summary

The Client Service Administrator (Office Manager) (CSA) position is critical for achieving leverage of the advisor’s time. Role supports daily operations of the practice including responding to client service requests, completing post meeting work, maintaining client information, and other administrative tasks as assigned. This position is employed by Lance Thompson.

This position is full time, Monday-Friday. Compensation is between $55-65,000 annually dependent upon experience.

Job Description

Responsibilities

• Prepare or coordinate the preparation of correspondence, reports, and special projects
• Oversee projects, administration of various programs, and processing functions as needed
• Drive client facing activity in the practice by scheduling meetings with clients
• Update Salesforce with client contact and preference information
• Assist Lead Advisors with preparation and follow up for client meetings
• May attend client meetings and take notes
• Research products, product pricing and contacting carriers for information
• Answer basic questions for clients
• File client meeting notes in (CRM) Salesforce, shared drive, and physical cabinets
• Show clients how to access their accounts and read statements
• Handle requests for transfers of funds in and out of accounts
• Fill out necessary forms for opening or maintaining accounts
• Set up and retrieve reports in the portfolio management system
• Maintain inventory and purchase office supplies as needed
• Develop and oversee Standard Operating Procedures for business
• Execute on Standard Operating Procedures
• Lead strategy, development, and implementation of projects
• Monitor and support licensing and continuing education requirements for all members of the team
• Develop and maintain all regulatory files
• Manage utility providers and maintenance of equipment
• Maintain professional appearance of all the office areas
• Other responsibilities as assigned by the Lead Advisor

Qualifications

• Previous industry experience preferred
• Professional office experience required
• Previous administrative/secretarial experience desired
• Strong technical computer aptitude and knowledge of business tools (e.g., Microsoft Word, Excel, PowerPoint, Salesforce)
• Ability to handle multiple tasks and maintain a high quality of work while experiencing frequent interruptions
• Ability to maintain integrity of sensitive/confidential information

Competencies

• Planning/Organizing
• Customer Focus
• Communication
• Interpersonal Skills
• Teamwork and Collaboration
• Adaptability/Flexibility

External/Internal Dependencies

• Must be able to work with all roles of the practice
• Must be able to represent the organization in work with external clients
• Must be able to cultivate and maintain relationships with outside organizations

As part of Lance Thompson's recruiting/hiring/contracting process, a verification of a candidate's background will be made to complete the hiring/contracting process. In addition, fingerprints will be taken for submission to the Federal Bureau of Investigation for review against nationwide fingerprint records.

All persons with access to Wealthscape are deemed Access Persons and are subject to Compliance with the firm’s Code of Ethics which requires all outside brokerage accounts to be maintained at one of the firms designated by TIMI.