Practice & Office Administrator

Join Our Team

We are seeking a highly organized, client-focused professional to serve in a unique dual-role capacity as both an Office Coordinator and Practice Administrator for a growing financial services practice in Boardman, Ohio. This position combines front-office client service, business processing, and operational support for a team of financial advisors.

How You Will Help Grow the Practice

Practice Administration & Advisor Support

· Prepare and submit insurance and investment paperwork.

· Assist with new account openings, transfers, and transactions.

· Support advisors with new business processing and service requests.

· Prepare sales illustrations, reports, and client presentation materials.

· Coordinate medical exams, client appointments, and advisor follow-up activities.

· Assist with servicing existing client accounts, including obtaining forms and preparing in-force illustrations.

· Train and support new advisors on office procedures and business submission systems.

· Champion, train, and implement new technology and operational processes.

· Assist with the ongoing development and execution of the practice's client service model.

Client Service & Relationship Management

· Serve as a primary point of contact for clients and prospects.

· Respond to client service requests in a timely and professional manner.

· Enhance client relationships through positive interactions and accurate CRM documentation.

· Support advisors in delivering consistent and exceptional client experience.

· Schedule client meetings and maintain advisor calendars.

· Coordinate virtual and in-person meetings.

Office Coordination & Operations

· Welcome visitors and clients in a professional and friendly manner.

· Manage a multi-line telephone system and direct calls appropriately.

· Process incoming and outgoing mail, UPS shipments, and correspondence.

· Maintain office supplies and coordinate vendor orders.

· Schedule conference rooms and meeting logistics.

· Coordinate copying, scanning, filing, and document management activities.

· Support day-to-day office operations and special projects as needed

· Provide first-level support for office technology, including Zoom, and Microsoft Office Suite.

· Create, format, proofread, and distribute correspondence and business documents.

· Utilize Microsoft 365 applications to support advisors and office operations.

· Maintain organized records and administrative systems to support business growth and compliance requirements

Who You Need to Be

We are looking for someone who:

· Is highly organized and systems oriented.

· Creates structure while remaining adaptable to changing priorities.

· Takes initiative and proactively solves problems.

· Demonstrates exceptional attention to detail and accuracy.

· Manage multiple projects and deadlines with confidence.

· Communicates professionally with clients and team members.

· Enjoy working collaboratively while also being self-directed.

· Embraces technology and continuous improvement.

· Understands the importance of discretion, confidentiality, and professionalism.

Qualifications & Experience

· 3+ years of administrative, client service, office operations, financial services, insurance, banking, or related experience preferred.

· Experience in establishing and maintaining systems for tracking activities and workflow.

· Strong organizational and time-management skills.

· Proven ability to work effectively under pressure and manage competing priorities.

· Proficiency with Microsoft 365 (Word, Excel, Outlook, and Teams).

· Strong typing, data entry, proofreading, and written communication skills.

· Experience with CRM systems and financial services operations is preferred but not required.

· Experience supporting multiple professionals or advisors is a plus.

Additional Information

Due to regulatory requirements within the financial services industry, candidates must successfully complete a background check and fingerprinting process prior to employment. Confidentiality, professionalism, and integrity are essential components of this role.

#LI-MMP1 #LI-JJ1