Investment Services Office Administrator I

SUMMARY

The position of Investment Services Office Administrator is responsible for providing administrative support and assisting the Financial Consultants. Routine contact with internal and external customers to provide quality service. Coordinate appointments, track referrals and report referrals. Maintains office, supplies, marketing materials, prospectuses, answers the telephone; receives and distributes mail and correspondence; gathers data and compiles various reports for management; photocopies materials; maintains files; issues correspondence; promotes business for the Bank by maintaining good customer relations.

ESSENTIAL FUNCTIONS

• 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; refers problems to appropriate individuals; and ensures answers or information is received by inquiring party.
• Tracks referrals and prepares referral reports for management.
• Researches client and security information on the back office system.
• Interacts daily on the phone and in person with prospective and exiting clients including handling basic inquiries.

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

• Composes, prepares and issues correspondence such as internal memorandums, e-mails to employees and letters to customers.
• Ensures required client paperwork is current with firm and industry requirements, rules and regulations. Processes and follows up on client documentation for proper maintenance of accounts.
• Operates computer terminal or personal computer to input and process data.
• Routes incoming and outgoing mail and reports.
• Performs various clerical duties including, but not limited to, word processing, filing, faxing, and copying.

Performs additional duties and responsibilities as directed.

GENERAL QUALIFICATIONS

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 general education degree (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.