This position assists in the preparation of client-related service requests, in addition to ensuring that all client-related activities are completed timely and accurately. This position will also be the backup phone assistant to the Administrative Associate I position in times of lunch relief, vacation, sick days, etc.
Essential Duties and Responsibilities
- Answers phones as backup to Administrative Associate I
- Sets up new prospect/client record, including adding information to ACT!
- Prepares client review agendas
- Prepares client reviews, including mailing to client if necessary
- Updates client rankings in ACT! as appropriate, notifies staff members
- Ensures client reviews meet compliance timeframe guidelines
- Pulls files for initial meetings and client profiles meetings
- Verifies daily that all check deposits have been made accurately, shredding original checks 21 days after deposit
- Reviews client paperwork/forms for accuracy
- Verifies scanning to server and uploads to ClientWorks performed by other staff members
- Verifies that Client Groups, Combined Statements and Household Groups are in good order in ClientWorks
- Establishes ClientWorks Account View for new clients and provides assistance as needed for existing clients
- Verifies client changes of address/email in ACT!; changes addresses on ClientWorks, Account View, Insurances, and/or Annuities
- Verifies Beneficiary changes/updates as instructed by staff members
- Verifies client meeting notes, F450s completed and task set for next client review
- Sends out client mailings as needed either via USPS, email or both
- Handles all aspects of closing account files
- Maintains Client/Prospect Files
- Performs Administrative Associate I duties in his/her absence
- Trains other staff members as appropriate
- Other duties as assigned
Requirements
- Ability to maintain confidentiality
- Excellent attitude and an extraordinary client service orientation
- Excellent interpersonal skills
- Excellent communication and phone skills
- A strong focus on getting the details right
- Excellent organizational and time management skills
- An ability to handle multiple tasks and operate in tight deadlines
- Professional presentation
- Must be proactive and take the initiative
- Computer/software skills: Word, Excel, Customer Relationship Manager (ACT!)
- Ability to pass a background check and drug screen