Administrative Assistant
Job Opportunity at JA Pharma, Inc.

Posted on Jul 20    631.760.2217

Location: Hauppauge, NY
Job Type: Full Time
Job ID: W4138284

Administrative Assistant
Position Overview
The primary responsibility of this position is to assist the firm by organizing and ensuring proper completion of all client paperwork, following-up on client service issues, maintaining files and performing various tasks as needed.

Position Duties/Tasks
Organize, coordinate and maintain all client paperwork.
Correspond with clients to complete new accounts, asset transfers and other forms.
Maintain client files.
Take client service inquiries.
Resolve client issues and/or forward to appropriate person for handling.
Communicate with the custodian and product (mutual fund & insurance) contacts.
New client processing.
Maintain company CRM.
Prepare, edit and proofread routine correspondence such as memos, letters and emails; print, scan, save and save such documents in a readable format.
Answer phones and take accurate telephone messages; develop sense of clients and business associates to promptly and appropriately screen, respond and direct inquiries in a professional and polite manner.
Identify documents received for signature, print for execution, scan and email files to relevant parties; organize documents in electronic directory.
Maintain files such as correspondence files, document files and office files.
Assists advisor in servicing clients including preparing financial plans.
Responsible for preparing and summarizing client meetings by scheduling and confirming meetings, entering data into contact management system, creating the agenda and summary of meeting, escorting clients to advisor and providing the necessary follow up.
Prepares and ensures new business paperwork  is successfully completed-which includes preparing forms, obtaining appropriate signatures, prepare and send documents to home office and tracking new business.
Perform various miscellaneous tasks as assigned.

Position Requirements
Ability to organize and prioritize work
Strong detail orientation including the ability to review forms for accuracy and completeness
Ability to create a positive work environment
Ability to effectively function as a team player
Ability to organize, prioritize and handle multiple tasks
Ability to work under pressure and meet deadlines
Ability to communicate with co-workers, clients and various business contacts in a courteous and professional manner
Ability to be at work on a regular basis, which means arriving on time and ready to begin working at start time
Skill in effective verbal and written communication
Skill in operating various office equipment including personal computer, fax machine, copier, etc.
Skill in utilizing various software packages such as Microsoft Office, Outlook, CRM, MoneyGuide Pro, Morningstar Office and Internet
Strong interpersonal skills
Preference is for someone with prior finance experience.

Please let us know when you apply for you are the right person for this role. 

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