Office Manager/Administrative Assistant
We are seeking a proactive and organized individual to join our team as a Office Manager/Administrative Assistant for our Mutual Fund Dealer. The candidate will be responsible for providing administrative support, managing office operations, and ensuring a professional and welcoming environment for clients, advisors and visitors. The ideal candidate should have excellent communication skills, attention to detail, and the ability to handle multiple tasks efficiently. You will serve as a point of contact for clients and advisors with queries while providing support for the rest of the team. Our ideal candidate is goal-oriented and has a deep knowledge of the best customer service practices, with experience in the financial industry.
Responsibilities:
Reception and Front Desk Duties:
• Greet and welcome clients and visitors in a friendly and professional manner.
• Answer and direct incoming calls, taking messages as necessary.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain a neat and organized reception area.
Administrative Support:
• Provide general administrative support to the team, including filing, photocopying, scanning, and data entry.
• Schedule appointments, meetings, and conference calls, and maintain calendars.
• Assist with the preparation and distribution of documents, reports, and presentations.
• Coordinate travel arrangements and accommodation for staff, as required.
Client Service and Support:
• Assist with client inquiries, providing information and directing them to the appropriate team members.
• Maintain client records and ensure accuracy and confidentiality of client information.
• Assist with client account opening and maintenance processes.
• Prepare client correspondence and documentation, adhering to company standards and guidelines.
Office Management:
• Maintain office supplies inventory and place orders as needed.
• Coordinate and schedule maintenance and repairs for office equipment.
• Ensure proper functioning of office equipment and resolve any technical issues.
• Liaise with building management and vendors for office-related matters.
Team Collaboration:
• Collaborate with team members to support the overall operations of the Mutual Fund Dealer.
• Assist with special projects, initiatives, and events as assigned.
• Contribute to a positive and supportive team culture.
Qualifications:
• High school diploma or equivalent. Additional certification or diploma in Office Administration is a plus.
• Minimum of 5 years of administrative support or receptionist experience in the financial services industry.
• Excellent communication skills, both verbal and written.
• Strong organizational and multitasking abilities, with keen attention to detail.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook).
• Professional demeanor and ability to maintain confidentiality.
• Strong customer service orientation and interpersonal skills.
• Ability to work independently, prioritize tasks, and meet deadlines.
If you are a motivated and organized individual with administrative support and reception experience, we invite you to apply for the position of Office Manager/Administrative Assistant. Join our team and contribute to the efficient operation and professional image of our Mutual Fund Dealer.
