Administrative Coordinator

Nearly 23 years ago, 23-year-old Matthew Dicken grew frustrated with the issues plaguing the financial services industry and set out on a mission to change the industry standard and prioritize clients in retirement planning. What started as a small two-person team in a 1,200 sqft office in Louisville, KY, has evolved into the Strategic Wealth Designers we now know, with 18 locations across the U.S. and almost 100 employees. As we continue to grow, we're looking for passionate individuals to help take us to even greater heights.

At Strategic Wealth Designers (SWD), we are a full-service financial firm specializing in assisting individuals who are near or in retirement. We pride ourselves on fostering a collaborative and close-knit environment, and we are looking for a new team member who can complement our team’s values and culture.

We’re seeking an experienced, patient, organized, and efficient individual who is excited to contribute to the success of our business. The right person will exceed expectations and develop strong, lasting working relationships with our growing team. If you bring a positive attitude to work each day and are motivated by personal and professional growth, we would love to hear from you.

Job Description

Are you a caring and energetic individual with attention to detail that loves customer service and creating a “wow” factor? Do you enjoy interacting with people and bringing your best self to work every day?

At Strategic Wealth Designers, we are a close-knit company looking for the right person to complement our team. We love working with people who bring a great attitude to work every day. This person will be the warm welcome for all our clients and prospects.

Our candidate is articulate, pleasant, dependable and desires an exceptional work culture. They must have a strong capacity to handle varying work tasks including hospitality for events and in-office clients, phone calls, providing exemplary customer service to clients and prospects, calendar management, managing print projects, data entry and scanning, and research projects.

Because our environment is fast-paced and we are an innovative and growing company, our team members demonstrate the ability to complete tasks with little or no supervision.

Responsibilities/Tasks:

Clients & Team Support

• Warmly greet guests and clients, offer refreshments, give a “wow” client experience.
• Answer phones, check for and take messages, connect and field incoming calls for team.
• Confirm appointments by phone and email each day and maintain our team calendar.
• Send out confirmation texts for upcoming appointments
• Listen to and understand client needs, respond in a prompt and professional fashion on behalf of team members through phone calls, emails and mail.
• Assist with meals for leadership, get orders and pick up team and client lunches.
• Process dictations and ensure they are properly reflected in Salesforce (CRM)
• Call clients to schedule annual Strategy Updates
• Create a send out zoom links for client meetings
• Provide some support with client reporting

Marketing & Communications Support

• Assist in creating professional communications and event materials on behalf of leadership in Word, PowerPoint and our CRM system.
• Follow-up with prospects to confirm meeting details, that they received information, and to request completed questionnaires.
• Assist with preparation of proposals in formatting and printing.
• Review and proof marketing materials, letters and communication pieces.
• Research, input and organize prospect data in CRM system and provide executive summary of findings.

Office Support

• Organizes incoming and outgoing mail and faxes.
• Go-to person for office equipment, printers, and telephones.
• Maintains inventory and orders office supplies and hospitality items.
• Maintains office appearance and ensures rooms are set for meetings and training sessions, refrigerator is stocked, make coffee, etc. to make the office pleasant.
• Help organize office events

Skills & Experience Required:

• At least 2 years of customer service experience
• Ability to work independently, good time management and critical thinking skills
• Strong organizational skills with the ability to manage multiple tasks, meet deadlines and maintain a high standard of work
• Excellent written and oral communications both with clients and team members
• Superior client relations skills
• Exceptional attention to detail with minimal errors and strong focus on accuracy in data entry, calendar management and client communication
• Proficiency in Microsoft Office Suite
• Ability to handle in-bound calls with ease and confidence
• Proof-reading skills
• Excellent organizational skills
• Ability to work independently with high-level productivity

Position Details:

Commitment: Monday–Friday, 8:00 AM – 5:00 PM (40 hours per week)

Location: 9025 River Road, Indianapolis, IN 46240

Compensation: Compensation ranges from $55,000 - $58,000 plus benefits.

Want to know what we are like? Find out more about who we are by visiting SWDGroup.com/Careers