Front Office Associate/Recruiting & Accounting Assistant

The responsibility of the Front Office Associate/Recruiting & Accounting Assistant is to assists the Director of Operations with the everyday management of the front office and new advisor onboarding. Added responsibility includes assisting the managing Director of the Denver Tech Center Office of Northwestern Mutual with administrative items to improve the efficiency and profitability of the organization. The responsibility of the Recruiting and Accounting Assistant is to provide support to the Recruiter and Chief Financial Officer with items needed to help the team manage workflow in these departments. Specific responsibilities include but will not be limited to:

GENERAL RESPONSIBILITIES

Front Office Associate

·      Opening and Closing Duties

·      Greet visitors and direct them appropriately

·      Answer incoming calls to the main line and forward to appropriate person

·      Process incoming and outgoing mail; deliver outgoing mail to Post Office/FedEx drop box

·      Open and distribute pouch mail from Network Office

·      Update mailboxes as needed when onboarding new team members or Financial Representatives to our office

·      Conference room schedule management

·      Maintain the reception and conference rooms

·      Restock all conference rooms.

·      Restock kitchen supplies and clean kitchen area.

·      Maintain inventory and order office supplies as needed

·      Sending out office emails about events, client questions to the appropriate teams and building information

·      Manage/assist for all office events with Director of Operations

·      Coordinating deliveries/ pick-ups

·      Make copies

·      Check logging

·      Manage office Keys

·      Equipment Inventory

·      Creating and distributing via email office reports/Monthly production reports/District Network office Bulletin

·      Review all home office communication and assure that the Managing Director, housed and detached financial representatives and staff are informed on a timely basis of any procedural changes.

·      Establish administrative procedures to ensure that the business needs of the district network office and the requirements of the home office are met.

·      Complete and/or assist with projects as assigned by the Office Manager/Director of Operations

Facilities Management

·      Weekly inspect the office space and order necessary repairs or recommend replacement/improvement when necessary.

·      Establish, implement and maintain adequate security and safety procedures.

·      Work in partnership with the Director of Operations to plan for office development, office space or layout and recommend changes in equipment, or furniture as needed and Coordinate moves/expansions as necessary.

·      Research available technology and recommend changes in equipment as necessary.

·      Assure proper maintenance of office equipment, furniture, computers, phone system and office supplies.

Financial Advisor Support

·      Prepare all welcome baskets with welcome documentation and key distribution

·      Update new advisor production reports

·      Coordinate working with our tech team in the Network Office to set up printer/scanner capability to new laptops

·      Tracking new representative contest report and sending updates to new representatives via email bi-monthly

Recruiting Team Support

·      Enter in all interview notes into recruiting system

·      Source candidates for Financial Advisor Role

·      Confirm recruiting meetings for Managing Director and Director of Development

·      Update recruiting tracking sheets

·      Assist with projects as needed

Accounting Team Support

·      Assist Chief Financial Officer with filing of accounting documents

·      Assist in reconciliations of bank end accounting items

·      Assist in projects as needed

Managing Direct Support

·      Manage Calendar on behalf of Managing Director

·      Confirming Appointments on behalf of Managing Director

·      Manage Email on behalf of Managing Director

·      Assist Managing Director’s team members as needed on projects

·      LinkedIn Account Management

 Qualifications

  It is recommended that the Administrative Support position have the following qualifications:

·      Ability to handle detailed work with high degree of accuracy

·      Strong analytical, problem solving, written and verbal communication skills, with the ability to work well with others.

·      Strong computer and keyboarding skills

·      Phone experience preferred

·      Filing skills

·      Customer service experience strongly preferred

·      Excellent interpersonal skills

·      High level of organizational skills

·      Excellent written and oral communication skills

·      Professional office skills

·      Ability to take independent action to make sound decisions

·      Ability to multi-task

·      Ability to be flexible and open-minded.

·      Ability to work effectively with people at all levels

Hourly range: $22-$24/hour based on experience