Overview
Office Assistant Jobs in Boca Raton, FL at Red Violet, Inc.
You’re an administrative pro. You are organized and able to work independently while also thrive being part of a team. You take pride in being detail-oriented and making sure you did the job right. THIS JOB IS FOR YOU!
This role is technical, administrative and client-driven. We are less concerned about qualifications and more interested in hiring the right type of person.
We are an established full-service financial planning and wealth management firm. Our Mission is to help our clients and their families find balance in their financial lives, aligning their money with what they value most, through developing comprehensive financial plans.
IDEAL CANDIDATE QUALIFICATIONS:
2+ years of Administrative / office support experience in a professional office setting
2+ years of Customer Relations experience (receptionist, Client Service Representative, etc.)
CRM Software / Database experience (Example: Salesforce, Redtail, etc.)
Advanced Technology Skills and use of MS Office (Outlook, Word, PowerPoint, Excel, etc.)
REQUIRED SKILLS:
Ability to organize, prioritize, and handle multiple tasks and competing responsibilities
Solution oriented, deadline-driven, has strong organizational skills and attention to detail
Ability to closely follow office processes & policies related to office operations & client privacy
Work cooperatively in a team environment and to learn through a mentoring relationship
Learn and adapt as situations or business demands change
Ability to thrive in a fast-paced, but flexible, office environment
Self-directed initiative and follow-through
High level of confidence, perseverance, and a strong desire to succeed in a goal-oriented environment
Excellent interpersonal, written, and verbal communication
Desire to help clients, with a focus on building trust and relationships
Maintain confidentiality and adhere to complex Regulatory and Compliance requirements
ROLE DESCRIPTION:
Front Desk Management
Answer all incoming calls, screen or direct as needed and log in CRM database
Set up conference room for client appointments, greet clients arriving for appointments, offer refreshments or have client’s favorite refreshments available. Maintain tidy reception area at all times.
Manage all incoming and outgoing mail. Ensure any urgent deliveries are taken to the post office.
Maintain all company contact lists
Client Appointment Preparation
Help schedule and confirm client appointments. Send directions or Zoom links.
Help prepare meeting folders, including audit of client information and alerting managers what updates are needed. Other internal meeting prep tasks as required.
Prepare draft client meeting agendas and check all data sources to ensure all client issues are captured in agenda.
Manage paper and digital file systems, client accounts
Paper files: daily filing, new file creation.
Digital files: scan, rename and file documents per office standards. Set up new digital file folders for prospects, clients, new company relationships.
Data entry into RedTail CRM as needed to ensure excellent client service
Main Office Support
Monitor office supply levels, notify management when replenishment is needed.
Maintain common areas including kitchen and copy areas and their related supplies.
Outreach
Manage sending of birthday cards and client gifts
Call company partners to get information on client accounts
Work on special projects as needed
Communicate through email, letters, phone calls, fax and in-house technology.
This job provides:
Professional growth opportunities
Opportunity to grow into full-time role
Generous time off package, including paid time off and paid holidays
Zero asset management fees on all personal and household accounts
We want to help you reach your full potential! We are looking for hard-working candidates with a passion for customer care and who truly enjoy helping make a difference in people’s lives!
Securities and investment advisory services offered through Osaic Wealth, Inc. member FINRA/SIPC. Osaic Wealth is separately owned and other entities and/or marketing names, products or services referenced here are independent of Osaic Wealth.
Job Type: Part-time
Pay: $22.00 – $28.00 per hour
Expected hours: No less than 20 per week
Benefits:
Paid time off
Schedule:
Monday to Friday
No nights
No weekends
Experience:
Office Administrative: 2 years (Preferred)
Microsoft / Windows: 2 years (Preferred)
Ability to Commute:
Marlborough, MA 01752 (Required)
Ability to Relocate:
Marlborough, MA 01752: Relocate before starting work (Required)
Work Location: In person
Title: Office Assistant
Company: Red Violet, Inc.
Location: Boca Raton, FL
