Office Administrator Office Administrator …

Savant Capital Management
in Bloomington, IL, United States
Permanent, Full time
Be the first to apply
Savant Capital Management
in Bloomington, IL, United States
Permanent, Full time
Be the first to apply
Office Administrator
  1. Jobs
Client Services Assistant / Office Administrator Client Services Assistant / Office Administrator
  • - Bloomington, IL
  • Hourly
  • Full Time
  • Competitive benefits program, including generous time off, 401k, great team environment, and more.

Job Summary

The Client Services Assistant / Office Administrator performs a variety of duties such as greeting the public in the lobby, answering telephones, seating clients, scheduling of calendars, assisting with general office tasks, preparing client reports, and serving as the general contact with employees, clients, and other visitors to answer questions, give information, obtain information, or direct problems to the appropriate person. In addition, the Client Services Assistant – McLean is responsible for maintaining contact with clients to schedule meetings, coordinate Investment Policy Statements, oversees daily report and meeting packet workflow and processes incoming check deposits while maintaining a positive and client centric approach.

Duties and Responsibilities

The Client Services Assistant / Office Administrator can expect to focus in the following areas:
• Professionally answer and direct incoming telephone calls
• Professionally greet and assist visitors in support of other team members
• Deliver superior client service'troubleshoot problems, schedule and organize meetings; serve as liaison between Advisor, CSR and client as needed
• Operate computer to perform a variety of tasks including populating and maintaining appropriate client CRM documentation
• Assist in coordinating RSVPs, setup and planning for all events hosted in area
• Assist in coordinating marketing events
• Administration and troubleshooting of WebEx presentations
• Assist with Scheduling Client Meetings
• Assist with preparation of client Meeting Packets including preparing summary of beneficiary forms.
• Assist with assembling of Investment Policy Statements and IPS New Client Binders
• Prepare/process reports for client meetings.
• Prepare/Assemble Advisor Prospect Packets
• Prepare and mail Prospect Packets
• Process Check Deposits
• Maintain tax preparation spreadsheet with an emphasis on outstanding issues, due dates and data needed
• Assist with data gathering and scanning of tax return source documents
• Assist with final tax return product to deliver to clients
• Assemble materials for mailings, stuff and seal envelopes, apply labels and postage
• Process sympathy touches in a timely manner
• Create Office Master Calendar daily
• Confirm next day appointments
• Operate office machines such as scanners, printer/copiers, fax machine, postage meter etc.
• Open, sort and deliver mail daily
• Inventory office supplies, purchase supplies as needed and process supplies received
• Prepare and process UPS shipments and order UPS supplies
• Print Model Portfolios
• Assemble Wise Wealth Welcome Packets
• Maintain incoming call log sheet
• Receive and log client mail delivery and packages
• Maintain new prospect call log
• Ensure conference rooms and lobby areas meet Savant standards (i.e. stock necessary supplies, appropriate cleanliness, and visually welcoming)
• Reconcile monthly expense reports
• Accurately maintain client paper files and file room
• Purge client paper files on a yearly basis according to procedure
• Assist with coordination of staff events
• Execute opening and closing procedures for phones, doors, shredding of client documents
• Serve as liaison with property management vendors for facilities issues
• Maintain team approach by assisting and filling in for others
• Perform other duties as requested

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of the incumbent in this position.


The Client Services Assistant / Office Administrator position typically requires the following qualifications:
• High School Diploma or equivalent
• 2-3 years proven success in an administrative support function, related to "front office" administration
• Proficiency in Word, Excel, Outlook, CRM software & PowerPoint
• Must be organized, detail-oriented and able to multitask
• Client first attitude
• Effective verbal and written communication skills
• Team player, collaborative, able to work with and through others

Any combination of equivalent education and work experience will be considered.
Savant Capital LLC, is an Equal Opportunity Employer

Savant Wealth Management
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