Office Administrator

*Qualifications & Skills*

* Excellent organization skills, attention to detail
* Excellent communication skills both verbal and written
* Flexible and adaptable to a constantly changing industry
* Financial Industry knowledge would be very helpful
* Desire to learn and grow within the role

*Overview*
We are seeking a highly organized and detail-oriented Office Administrator to join our financial services team. This role is vital in ensuring the smooth operation of our office environment, providing exceptional support to staff and clients alike. The ideal candidate will possess strong administrative skills, proficiency with various software tools, and excellent customer service abilities. Experience in financial or insurance settings is a plus, but not required. This position offers an opportunity to work in a professional setting where organizational skills and efficiency are highly valued.

*Duties*

* Manage front desk responsibilities including greeting visitors and answering multi-line phone systems with professionalism and courtesy
* Perform data entry tasks accurately using Microsoft Office, Excel, Google Workspace, and QuickBooks
* Maintain organized filing systems, both electronic and paper-based, ensuring easy retrieval of documents
* Provide exceptional service to clients via inbound and outbound calls, emails, and in-person interactions. Respond to inquiries, resolve issues, and ensure an exceptional client experience. Develop and maintain strong relationships with clients, referral sources, and financial intermediaries.
* Assist with bookkeeping tasks such as invoicing, billing, and basic financial record keeping
* Provide customer support by addressing inquiries via phone or email and ensuring excellent phone etiquette
* Support administrative functions such as proofreading documents, managing correspondence, and preparing reports
* Handle clerical duties including filing, photocopying, scanning, and maintaining office supplies
* Aptitute to learn and understand the financial services industry. Includes account opening, handling account transfers and other requests at the direction of the financial advisor. Process account transactions, prepare documentation, and maintain accurate client records.
* Strong ability to work independently at the direction at the direction of the financial advisor. Handle various administrative tasks, including scheduling appointments, preparing materials for client meetings, managing correspondence and supporting marketing initiatives.
* Strong computer literacy with willingness to learn new technology and programs such as moneyguide, salesforce, microsoft office and other firm provided software.
* Administers a filing system to ensure the availability of business and operational reports, forms, and other documentation.
* Maintains office supplies inventory, checks inventory of supply stocks, places and facilitates the execution of office supply orders, and verifies receipt.

*Experience*

* Proven experience in office administration or clerical roles.
* Knowledge of the financial and/or insurance industry is an asset
* Proficiency with QuickBooks, Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Docs, Sheets), and basic computer skills
* Strong organizational skills with the ability to multitask efficiently in a fast-paced environment
* Excellent written and verbal communication skills with good phone etiquette
* Experience with data entry, proofreading, and maintaining accurate records
* Prior experience working at the front desk or handling multi-line phone systems is preferred
* Ability to adapt quickly to new software tools and office procedures
* Proven organizational skills, ability to learn and grow with a constantly evolving industry.

Job Type: Full-time

Pay: $20.00-$30.00 per hour

Expected hours: 37.5 per week

Benefits:
* Dental care
* Life insurance
* On-site parking
* RRSP match

Work Location: In person