Investment Services Office Administrator

Investment Services Office Administrator I

The Investment Services Office Administrator I provides administrative support to Financial Consultants, handles routine client interactions, coordinates appointments, tracks referrals, and maintains office operations and materials.

• Coordinate brokerage office activities in support of the dedicated financial advisors. Work with clients or prospects concerning routine work with their accounts; resolve problems as needed or as instructed.
• Demonstrate the ability to set appointments and profile for needs. Maintain a working knowledge of other banking services to generate referrals to the Bank.
• Follow-up to ensure receipt of items and resolve related problems; refer problems to appropriate individuals; and ensure answers or information is received by the inquiry party.
• Track referrals and prepare referral reports for management.
• Research client and security information on the back office system.
• Interact daily on the phone and in person with prospective and existing clients including handling basic inquiries.

Provides effective customer service and assists in resolving problems within given authority.

• Compose, prepare and issue correspondence such as internal memorandums, e-mails to employees and letters to customers.
• Ensure required client paperwork is current with firm and industry requirements, rules and regulations. Process and follow up on client documentation for proper maintenance of accounts.
• Operate computer terminal or personal computer to input and process data.
• Route incoming and outgoing mail and reports.
• Perform various clerical duties including, but not limited to, word processing, filing, faxing, and copying.

Performs additional duties and responsibilities as directed.

Knowledge & Experience:
These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position. Individual abilities may result in some deviation from these guidelines.

• High school diploma or GED; or the equivalent combination of education and experience.
• Work related experience should consist of duties in a business environment.
• Educational experience, through in-house training sessions, formal school or financial industry related curriculum, should be business or financial industry related.

Physical Demands/Work Environment: Vision, hearing, speech, dexterity, visual concentration. A valid driver’s license is required. Must have the ability to stand, walk, sit and use hands and fingers. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. The environment is a professional office with standard office equipment.

Cognitive Requirements: Learning, thinking, concentration, ability to exercise self-control, ability to work in a customer relations’ environment. Must be able to pay close attention to detail and be able to work as a member of a team. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Entry level

• Full-time

• Administrative

• Banking