Office Manager

Summary

We are seeking a proactive and organized Office Coordinator/Office Manager to ensure the smooth operation of our office environment and provide comprehensive administrative support. This role includes managing office logistics, assisting with marketing efforts, and actively engaging in outbound calling to clients. The Office Manager reports to and is employed by Peak Legacy Group.
This position will compensate at $20-23/hr based upon experience. This position will be a full five day a week offering. This position will be fully in office.
Benefits:
• 401K with 3.5% match
• Paid vacation and sick leave.
• Professional development opportunities for growth in the first several years; ie. Licensure (Life and Health and FINRA Securities Exams).

Job Description

Position Roles/Responsibilities/Accountabilities

• Greet clients and visitors warmly and ensure they are comfortable.
• Notify Financial Advisor (FA) of client arrivals promptly.
• Offer beverages and ensure refreshments are stocked and available for clients and staff.
• Manage incoming and outgoing mail, including sorting and distributing as needed.
• Purchase front and back-office supplies as required.
• Maintain inventory of office supplies
• Monitor printer supplies and inform relevant personnel when cartridges or paper are low.
• Ensure the printer is stocked with paper daily and replace toner when necessary.
• Prepare folders for in-office client review meetings and assist with organizing necessary materials.
• Assist with creating folders and organizing documents for new clients.
• Manage outgoing correspondence including thank you cards, sympathy cards, get well cards, and birthday cards.
• Coordinate logistics and assist with marketing activities for events, including preparing materials and ensuring event success.
• Perform accurate data entry tasks to maintain and update records.
• Conduct outbound calls to clients to introduce our services, schedule appointments, and follow up on inquiries.
• Handle basic administrative tasks including filing, organizing documents, and maintaining records.
• Coordinate with external vendors for office maintenance and repairs as needed.

Position Qualifications

• Proven experience in an administrative role or similar position.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Proficiency in MS Office (Word, Excel, Outlook) and office equipment operation.
• Attention to detail and problem-solving skills.
• Experience with outbound calling to prospects preferred.
• Data entry experience with a high level of accuracy and efficiency.

Additional Requirements:

• Ability to handle sensitive and confidential information with discretion.
• Flexibility to adapt to changing priorities and tasks as required.
• Willingness to take on additional responsibilities as needed to support the office.

Competencies

• Planning/Organizing
• Customer Focus
• Communication
• Interpersonal Skills
• Teamwork and Collaboration
• Adaptability/Flexibility

External/Internal Dependencies

• Must be able to work with all roles of the Peak Legacy Group
• Must be able to represent the organization in work with external clients
• Must be able to cultivate and maintain relationships with outside organizations

As part of Peak Legacy Group recruiting/hiring/contracting process, a verification of a candidate's background will be made to complete the hiring/contracting process. In addition, fingerprints will be taken for submission to the Federal Bureau of Investigation for review against nationwide fingerprint records.