Operations Specialist & Front Desk Receptionist

Operations Specialist & Front Desk Receptionist (Hybrid Role)

Position Overview:

Vanderbilt Financial Group ("Vanderbilt" or the "Firm") is seeking a highly organized, energetic, and detail-oriented Operations Specialist & Front Desk Receptionist to join our team. This is a hybrid role that combines operational support responsibilities with front desk coverage and administrative support. The successful candidate will spend the majority of their time supporting our Operations Department while also serving as a backup to the Reception team and providing front desk coverage when needed. This role is ideal for someone who thrives in a fast-paced environment, can successfully manage multiple priorities at once, and takes ownership of their work without requiring constant supervision. The ideal candidate is proactive, dependable, and capable of switching between responsibilities while maintaining a high level of accuracy and customer service. This position requires an individual who can work with minimal supervision and communicate clearly within the organization.

Operations Specialist Responsibilities:

Answer incoming calls and assist advisors with inquiries. Prepare appointment and licensing paperwork for newly onboarding advisors, ensuring timely processing by sending completed forms to carriers. Process incoming new business, servicing requests, change of broker dealer requests through the firm's technology platforms. Establish new Mutual Fund, Annuity, and Advisory accounts. Assist with additional operational projects as needed.

Reception Responsibilities:

Greet and welcome visitors in a professional and friendly manner. Promote the culture of service and GRITT Answer and direct incoming phone calls to the appropriate department or individual. Promote the culture of service and GRITT Process incoming and outgoing mail. Stock copiers in building in the morning, ensure conference rooms are neat and organized Coordinate projects and assist with project management tasks as assigned. Ensure the reception and sales area are clean, organized, and presentable always.

Preferred Qualifications:

Strong customer service skills with a positive demeanor. Ability to multitask and prioritize tasks and day. Proficiency in data entry, ensuring accurate input of information into databases or spreadsheets. Knowledge of office procedures, including filing systems and phone etiquette. Financial services or operations experience preferred Experience in a receptionist, administrative, operations, or customer service role Ability to work in a high-volume environment with competing priorities Demonstrated history of reliability, accountability, and independent decision-making Computer literacy, with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and

Docusign About You:

You are someone who enjoys being busy and takes pride in staying organized in a fast-moving environment. You understand that details matter and that the success of the team depends on consistent follow-through and accountability. Exceptional attention to detail and accuracy The ability to manage multiple tasks and deadlines simultaneously Strong problem-solving skills and the ability to work independently A sense of urgency and ownership over assigned responsibilities Excellent communication and customer service skills The ability to remain calm and effective under pressure Strong organizational and time-management skills A willingness to jump in wherever needed to support the team The successful candidate will be expected to balance operational responsibilities while providing professional front desk support and maintaining a positive experience for advisors, clients, and visitors. What Success Looks Like Operational requests are completed accurately and on time. Advisors and clients receive timely, professional support. Front desk responsibilities are handled seamlessly when coverage is required. Work is completed with minimal oversight. Multiple priorities are managed effectively without sacrificing quality.

Pay:

$60,000.00 - $65,000.00 per year

Benefits:

401(k) 401(k) matching Health insurance Paid time off

Work Location:

In person