Office Manager/Service Administrator

Office Manager/Service Administrator at Grayling Associates Office Manager/Service Administrator at Grayling Associates in Elk Grove, California Posted in 2 days ago.

Type:

full-time

Job Description:

Office Manager/Service Administrator We are an independent financial advisory firm in search of an Office Manager/Service Administrator. We pride ourselves on delivering personalized, high-integrity service to each client and building strong relationships based on trust. The Office Manager will provide direct administrative, office and client relationship support to the firm, specifically with the Advisors. Generally, the Office Manager is accountable for the direct support of all of the administrative tasks within the office/business.

Tasks such as:

contract and application management, documentation preparation, client processing, calendar management, proactive project management and client inquiries. Each task aligns to a specific function within the business, then allocated as a percentage of the Office Manager's day/time/schedule.

Function:

Office Management & Administrative Support:

40%

Client Relations:

30%

Planning & Analysis:

20%

Other:

10%

Tasks:

Office Management and Administrative Support:

Manage paperwork and assist with document scanning, filing, and record retention. Ensure all client documents and applications are complete and properly submitted. Process client distributions, systematic payments, required minimum distributions, etc. Assist the Advisors with policy applications, which include scrubbing applications, corrections, and corresponding with partner organizations. Manage client and prospect files, record and information Manage firm-wide Client Relationship Manager (CRM) systems. This will include database management, integrity and client recordkeeping.

Client Relations:

Serve as the first point of contact for all client inquiries (phone, email, mail). Maintain a warm, professional tone and deliver an exceptional client experience. Answer incoming calls, greet clients, answer inbound questions (or redirect to Advisor) Help field basic questions on annuity, investment and insurance policies and route complex questions to the advisor or carrier.

Planning and Analysis:

Coordinate calendars, meetings, and office organization. Track upcoming client contract anniversaries and touchpoints, RMDs, and review dates to ensure proactive service. Monitor client segmentation to help prioritize service levels (e.g., top-tier clients vs. transactional clients). Prepare pre-meeting summaries or reports for the advisor, including account values, policy details, and relevant action items. Maintain a dashboard or spreadsheet for pipeline tracking: pending applications, transfer status, follow-ups, etc.

Other:

Help with planning events and other miscellaneous items as requested.

Success Factors:

The Office Manager must possess, achieve and deliver each task above successfully. The below expectations will be continuously reviewed and managed: Highly relatable personality Understanding of insurance and financial services industry Detail oriented Ability to positively overcome objections Proactive customer service Active listening and comprehension Sense of urgency Accuracy Focus Confidence Relationship management Strong communication skills What you bring: 5+ years of experience in an administrative or client services function Strong working knowledge of Microsoft/Google Office Suite Proven ability and continued interest working in a team-based environment with multiple changing responsibilities and accountability Proven experience with client relations and/or relationship building Proven experience providing exemplary verbal and written communication

Logistics:

Probationary period: 8:30-4:30pm / 8-4pm in-office (M-Th); Fridays 8-12 OR 8:30- 12:30 and WFH - first 6 months After probationary period: W-2 and hybrid working model. In-office 3x a week and as-needed for in-person processing.