Administrative Assistant at United Capital Financial Partners
Fort Lauderdale, FL, US

Under the general supervision of the Managing Director(MD)/Director of Operations (DO)/Manager of Operations (MOO), the Administrative Manager (AM) is responsible for delivering quality service and operations processing/support as directed by the Managing Director (MD), Wealth Manager (WM) or Wealth Advisor (WA). The AM focuses on client satisfaction with specific attention in the areas of client service, operations processing, opportunity tracking, working with our trade departments, confirming client visits problem resolution, team engagement, partnering with Centralized Service Support (CSS) as appropriate and process improvements.

 

ESSENTIAL DUTIES & RESPONSIBILITIES

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position-specific duties and/or duties that are outside the specific functions that are listed.

 

 

  • Answers, routes and screens all incoming calls and distributes messages to appropriate team members.
  • Tracks 100% of client interactions including requests, inbound/outbound phone calls and emails via SalesForce.
  • Ensures that conference rooms, meeting rooms and reception areas are ready for client and team meetings. (Potential responsibility, depending on existence and expectations of receptionist)
  • Greets visitors/clients and offers beverages and/or anticipates any requirements associated with each client. In addition, the Administrative Manager contributes to the security of the organization by monitoring visitors. (Potential responsibility, depending on existence and expectations of receptionist)
  • Ensures any inquiries from the public are addressed and provides information about United Capital as needed.
  • Assists the DOO/MOO with the management and oversight of the office calendar.
  • Responsible for scheduling client meetings and confirming with client the appointment time and day, as directed/requested.
  • Assists the team with the management and oversight of client files to ensure they are accurate and up to date.
  • Proactively communicates processing status updates to all team members.
  • Assists Relationship Managers, Wealth Advisers and/or Managing Directors with preparation for client meetings confirming they have the appropriate applications, forms and consolidated statements.
  • Creates and processes paperwork including, but not limited to, new accounts, account maintenance and cashiering.
  • Assists with the monitoring and communication of any business transactions; working directly with the MD/MOO/DOO.
  • Assists the MD/MOO/DOO with the management of Salesforce by updating contacts to ensure they are current and accurate. Assists with maintaining service and client communication log entries for compliance; as well as monitor all appropriate office signage.
  • Coordinates distribution of mail/parcels and facsimiles into and out of the office and also maintains a return mail log.
  • Ensures that file organization is in accordance with office and UC protocol.

 

 

COLLATERAL DUTIES

  • Provides Administrative support for client events as requested/directed.
  • Other duties as directed by management.

               

PHYSICAL REQUIREMENTS

·        Ability to sit at desk for prolonged periods of time.

·        Ability to operate a wide range of office technology, such as operating a multi-line telephone system, computer, copier and fax machine.

·        Ability to read documents, reports, etc.

·        Ability to answer phones and communicate with callers.

 

MINIMUM QUALIFICATIONS:

Education and Experience:

High School Diploma with minimum two years of front office and/or customer service experience; Associate or bachelor’s degree preferred; or equivalent combination of education and experience.

 

Required Knowledge of:

  • Microsoft Office (Outlook, Word, PowerPoint and Excel) and Google Apps.
  • Maintenance of confidential records.
  • Office Support and/or Customer Service in financial industry is a plus.

 

Required Skills in:

  • Providing professional and courteous service to clients, prospective clients and colleagues.
  • Effectively prioritizing and maintaining attention to detail within a fast-paced environment.
  • Effectively communicating and accurately relaying information to others.
  • Writing concise, logical, grammatically correct correspondence.
  • Maintaining well organized and efficient processes.

 

 

 

To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.