Company Overview:

Retirement Plan Solutions (RPS) is a dynamic, caring, boutique financial service company specializing in private client wealth management and corporate retirement plans. Our commitment to excellence and innovation has positioned us as a leader in our field. As we continue to expand, we are seeking a detail-oriented and organized Client Service Administrator to join our team. This role is integral to the smooth operation of our services, ensuring efficient internal and client scheduling, meticulous documentation, and proactive support for our team and clients.

Position Overview:

As our Client Service Administrator, you will be responsible for overseeing various administrative tasks critical to our operations. Your primary duties will include scheduling, preparing for, and confirming all meetings, crafting comprehensive meeting minutes (from templates and attendee notes), assigning follow-up tasks, and ensuring compliance with all relevant regulations. Additionally, you will play a role in assisting with billing, handling phone inquiries, preparing for annual branch audits, and facilitating team meetings. Your attention to detail and proactive approach will contribute significantly to the success of our team and the satisfaction of our clients.

Responsibilities:

• Schedule, prepare for, and confirm all meetings, ensuring timely communication and coordination among team members and clients.
• Craft accurate and detailed meeting minutes, capturing key discussion points, decisions, and action items.
• Assign follow-up tasks to appropriate team members and track their completion to ensure timely execution.
• Submit all RPS materials for compliance reviews, maintaining meticulous records and adherence to regulatory requirements.
• Assist with billing, including gathering relevant balances and documentation from vendor sites.
• Answer phones and respond to inquiries promptly and professionally, directing calls to the appropriate team members as needed.
• Prepare for annual branch audits, gathering and organizing relevant documentation and facilitating audit processes as required.
• Stay updated on industry regulations and standards, meeting continuing education requirements as necessary.
• Facilitate team meetings, coordinating agendas, materials, and logistics to ensure productive discussions and outcomes.
• Assist with client vendor conversions, providing support and guidance throughout the transition process.
• Implement marketing plan, gathering lists, preparing and sending recurring emails.
• Review written materials/communications for clarity and accuracy.

Qualifications:

• Proven experience in administrative roles, preferably in a service-oriented industry.
• Strong organizational skills with meticulous attention to detail and the ability to multitask effectively.
• Excellent communication skills, both verbal and written, with a professional and courteous demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to work independently and collaboratively in a fast-paced environment, demonstrating flexibility and adaptability.
• Knowledge of regulatory compliance requirements and experience in maintaining compliance records is a plus.
• Customer service-oriented mindset with a proactive approach to problem-solving and client satisfaction.
• Ability to prioritize tasks and manage time efficiently to meet deadlines and achieve objectives.

Benefits:

• Competitive salary commensurate with experience
• Comprehensive benefits package including, dental, life, and vision insurance
• Retirement savings plan with excellent company match and profit sharing
• Opportunities for professional development and advancement
• Dynamic and collaborative work environment

If you are a motivated and detail-oriented professional looking for an exciting opportunity to contribute to a growing organization, we encourage you to apply. We look forward to reviewing your application and welcoming you to our team!

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Paid time off
• Vision insurance

Compensation package:

• Bonus opportunities
• Profit sharing

Schedule:

• Monday to Friday

Ability to Relocate:

• Waukesha, WI 53186: Relocate before starting work (Required)

Work Location: Hybrid remote in Waukesha, WI 53186