Overview

Stonebridge Financial Partners, a growing wealth management firm, is seeking an Office Administrator / Receptionist to assist us in our mission of helping clients achieve their financial goals. As the first and last person visitors will see when they are in our office, this position plays an important role in setting the tone for the organization, ensuring all guests have a positive experience while with us. In addition, this role maintains office inventory, facilitates communication to clients and team members, and provides administrative support for marketing, accounting and industry-related compliance functions.

We seek an individual who is upbeat and energetic, understands the importance of making guests and team members feel welcome and comfortable, and would enjoy the responsibility of keeping our offices organized and equipped. If you have experience with or are curious about the wealth management and retirement planning industry, and have a passion for providing clients with a memorable experience, then we would love to hear from you!

Roles and Responsibilities

Front Desk

Greet clients, prospective clients and all other visitors in a warm and friendly manner.

Escort clients/guests to appropriate conference room, engaging in conversation and then offering/delivering beverages.

Maintain a log of client preferences to deliver a more positive experience during their next visit.

Answer all incoming telephone calls, providing information or answering questions whenever possible, or connecting callers with the appropriate team member.

Sort and distribute mail, ensuring team members are promptly made aware of all priority or time-sensitive communications.

Maintain inventory of office supplies, beverages and snacks. Order and re-stock as needed.

Keep conference rooms and common areas in a tidy and orderly manner, ensuring each room is properly prepped for scheduled or drop-in visitors.

Load, start and unload dishwasher daily. Clean out refrigerator periodically.

Coordinate with and manage external office suppliers.

Become familiar with - and then function as initial point of contact for questions/issues related to - phone, IT, copier and postage equipment. Engage appropriate third-party suppliers as necessary.

Track team member PTO or other office protocols as requested.

Office Administration

Sort and distribute mail, ensuring team members are promptly made aware of all priority or time-sensitive communications.

Maintain inventory of office supplies, beverages and snacks. Order and re-stock as needed.

Keep conference rooms and common areas in a tidy and orderly manner, ensuring each room is properly prepped for scheduled or drop-in visitors.

Load, start and unload dishwasher daily. Clean out refrigerator periodically.

Coordinate with and manage external office suppliers.

Become familiar with - and then function as initial point of contact for questions/issues related to - phone, IT, copier and postage equipment. Engage appropriate third-party suppliers as necessary.

Track team member PTO or other office protocols as requested.

Client Communication

Call, email and/or text clients regarding appointment reminders.

Facilitate periodic client correspondence, which may include birthday greetings, anniversary gifts, or other milestone events or relevant communication.

Coordinate the assembly and mailing of client materials as requested by team members.

Marketing Support

Assist with preparation and execution of client and prospect events, including coordination with external venues and suppliers (e.g., caterers), track and report on RSVP s, assemble and distribute pre-event materials, photograph at events and/or provide on-site support, and assist coordination of post-event follow up (Note: attendance and support at some client, prospect and/or team events that occur during non-standard business hours will occur periodically and is expected).

Administer client satisfaction survey and feedback process.

Update client and prospect profile information in the firm s CRM as requested by client service team, marketing department or based on personal interactions with clients and prospects.

Compliance and Licensing Support

Log client gifts in the firm s CRM.

Record client correspondence in the firm s CRM.

Support client service teams with other compliance requirement needs as requested, including scanning and filing client materials in the firm s electronic storage system.

Accounting Support

Scan and electronically file supplier or third-party invoices and payments.

Maintain supplier information in the firm s accounting system.

Assemble and mail supplier payments.

As with any smaller organization, this position will be asked and should be willing to take on additional administrative responsibilities as the need arises. To that point, and based on capacity and skill set of the individual, additional marketing or operational support functions may be added.

Requirements

Education, Experience and Other Requirements

This individual is expected to be fully COVID vaccinated.

High school diploma required. Associates degree preferred.

Minimum of 3 years work experience.

Excellent interpersonal skills.

Excellent attitude and an extraordinary client service orientation.

Superior phone skills - friendly and helpful in all interactions on the phone.

A genuine interest in serving and caring for other people.

Excellent organizational and time management skills and ability to multi-task.

Professional demeanor.

Proficiency with Microsoft Office Suite.

Evidence of a solid attendance record (Note: remote work is not an option with this position)

Preferred - But Not Required - Skills

Knowledge of, or prior work experience, with an insurance agency or financial services firm a plus.

Knowledge of, or prior work experience, in event planning and coordination a plus.

Knowledge of, or prior work experience, with (url removed) a plus.

Benefits

Proposed Pay

$19.00 - $22.00 / hour (this is an hourly position)

This position is bonus eligible

Position and Firm Related Information

Standard hours: 9:00 AM - 5:00 PM Monday - Friday with periodic non-standard obligations.

Eligible for 10 days paid PTO after

8 paid holidays per year.

Primary office (and this position) is located in Bingham Farms, MI.

Eligible to participate in company s medical, dental and vision plan after 90 days.

Eligible to participate in company s 401(k) - with employer match - after 180 days.

Eligible to participate in company s bonus program.