Practice & Office Administrator

Join 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 Practice

Practice 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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