Administration Sales Assistant

General Summary Of Duties And Responsibilities

The purpose of this position is to ensure smooth day-to-day operations of the practice while providing superior customer service to existing clients and prospects. Position requires the employee to perform general administrative services such as incoming calls, calendar management, travel arrangements, outgoing mailings, and welcoming clients to the office. This position also handles industry-specific tasks such as application submission and follow-up, client service work including beneficiary changes/withdrawals, database management, and client appointment preparation including updating client account summaries and gathering the correct product brochures and applications.

Job Duties Frequency Job Duties Daily

• Answer the phones in a friendly, warm manner
• Record notes from every client conversation in the database
• Maintain an organized, compliant and efficient filing system
• Sort and distribute all incoming mail
• Mail all outgoing correspondence
• Input prospects and keep database/CRM program up-to-date
• Print, read, file and delegate information from Copytalk
• Mail follow-up letters to clients after each appointment
• Process and follow-up on any client service work
• Complete and process new business applications
• Greet incoming clients in a professional manner
• Have beverages and cookies in-stock for clients
• Set appointments and fill revenue days (Tuesdays, Wednesdays and Thursdays) with appointments
• Call clients the day before appointment and remind them of time and location
• Manage advisor’s calendar regarding appointment rescheduling
• Email advisor a status at the end of each day
• Follow-up on pending business with the company and call the client
• Prepare and lead Monday meetings
• Assist with the implementation of new marketing ideas including seminars
• Assist advisor with pre-appointment preparation (applications, etc.)
• Complete, submit and maintain compliance blotters & transactions
• Update office calendar with advisor’s travel information
• Create travel itineraries for upcoming travel
• Order and manage office supplies
• Manage client touch marketing program
• Prepare, plan, schedule, participate and follow-up client events and seminars
• Assist with client update reports and mailings
• Process Broker/Dealer change paperwork
• Maintain current licenses and appointments with agencies and companies
• Proficient phone skills
• Command of the English language and grammar
• Experience working in a fast-paced environment
• Ability to prioritize projects and manage time
• Attention to detail
• Working knowledge of computers and software
• Ability to multi-task

Minimum Requirements

• Specific software knowledge (database, MS Office Suite)
• Industry and compliance knowledge
• Ability to set travel plans

Personal Skills

• Strong work ethic
• Flexible
• Self-Starter
• High level of interpersonal skills
• Customer service oriented

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to or from this position at any time.

Benefits are available but will be discussed in the interview stage.

ReJoyce Financial is a full-service Retirement Planning Firm.

http://www.rejoycefinancial.com/