Practice & Office Administrator

About the role

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.

Responsibilities

• Prepare and submit insurance and investment paperwork.
• Aid in new account openings, transfers, and transactions.
• Support advisors with new business processing and service requests.
• Prepare sales illustrations, reports, and client presentation materials.
• Cook up medical exams, client appointments, and advisor follow-up activities.
• Aid in 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.
• Aid in the ongoing development and execution of the practice's client service model.
• 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.
• Cook up virtual and in-person meetings.
• 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.
• Cook up 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.

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.