Do you find fulfillment in helping others, building lasting relationships, and creating positive experiences for those around you? We're seeking an Office Assistant/Coordinator who enjoys supporting clients and teammates alike while serving as a trusted, dependable resource in a welcoming and relationship-focused environment.

Details:

• Schedule: Monday-Friday, 8am-4pm or 9am-5pm (open to both schedules)
• Location: 100% in office in Bloomington
• Type: Direct hire
• Pay: $22-$25/hr depending on experience

Responsibilities:

Client Care & Relationship Building

• Greet clients and guests warmly as they arrive for appointments.
• Prepare meeting rooms and ensure clients have a comfortable, welcoming experience.
• Build meaningful relationships through thoughtful touches such as birthday cards, holiday greetings, life-event gifts, and personalized client outreach.
• Serve as the first point of contact for incoming phone calls and emails.
• Schedule appointments for clients and prospects while maintaining organized calendars.
• Conduct follow-up and relationship-building calls to ensure clients feel valued and supported.
• Assist with event invitations, RSVP tracking, and client communications.

Client Service & Administrative Support

• Maintain accurate client and prospect information within the CRM system.
• Support onboarding activities for new clients and ongoing service updates for existing clients.
• Prepare digital and paper materials for client meetings.
• Assist advisors by managing appointment preparation, follow-up activities, and correspondence.
• Send emails and communications on behalf of advisors when needed.
• Document client interactions accurately and maintain confidential records.

Marketing & Client Events

• Help support social media and client communication initiatives.
• Assist with client appreciation events, educational seminars, and networking activities.
• Coordinate mailings, invitations, and event-related communications.
• Attend client events and help create a positive experience for attendees.

Team & Office Support

• Monitor advisor voicemails, text messages, and shared communication channels.
• Manage calendars and help keep daily schedules organized.
• Order office supplies and maintain inventory as needed.
• Assist with reporting, documentation, and team meeting notes.
• Support special projects and contribute to a positive team environment.

Administrative & Documentation Excellence

• Maintain accurate and timely records of all client interactions.
• Organize and file client documentation and email attachments.
• Prepare and prioritize the next day's client and advisor activities before the end of each workday.
• Follow established firm processes and contribute to maintaining up-to-date procedural documentation and training materials.
• Demonstrate professionalism, confidentiality, and attention to detail in all client and team interactions.

Requirements:

Required Qualifications

• High school diploma or equivalent; associate or bachelor's degree preferred.
• Minimum 6 months of experience in admin support, financial services, or client support roles.

Preferred Qualifications

• Familiarity with financial products such as annuities, life insurance, mutual funds, and advisory services.
• Experience with CRM systems and financial platforms.
• Strong understanding of compliance and confidentiality standards in financial services.

Skills & Competencies

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Proficient in Microsoft Office Suite and document management systems.
• Effective written and verbal communication skills.
• Ability to prioritize tasks and work independently.

Benefits:

• Health, dental and vision insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.