Receptionist/Administrative Assistant, Client Services

at  CIC Financial Group

JOB SUMMARY:

The Receptionist/Administrative Assistant, Client Services, is the first point of contact for the organization. Primary responsibility is to provide expert reception and administrative support. The incumbent is required to complete all the administrative processing of client accounts (new and existing) and addressing client inquiries within the appropriate limitations of the Non-Registered Assistant responsibilities (administrative duties that do not include assisting a client with the completion of forms or financial advice).
The incumbent contributes to a positive work environment, provides excellent customer service both internally and externally, is task oriented and enjoys variety. The individual can adapt to changing priorities and meet tight deadlines. This role has the potential to lead to a full time permanent Administrative position within our ever growing organization.
Reports directly to the VP, Marketing/Communications & Client Services and the organizations Financial Advisors.

• Strong organizational skills and the ability to multi-task.
• Answer multi line (3) phone system in a timely manner and direct calls to the correct team member
• Maintain telecommunications systems with vendor i.e. general mailbox messaging as required
• Manage outlook calendar, schedule meetings by phone, email or face-to-face and make special arrangements for guests as required, in collaboration with the VP, Marketing/Communications & Client/Estate Services
• Welcome visitors and provide beverages as needed and inform other employees of visitors’ arrival
• Arrange courier and prepare required paperwork
• Manage incoming and outgoing mail (sort, distribute, mail drop off)
• Copy, file and maintain paper or electronic documents and records
• Maintain the Reception and Administrative Assistant process manual module for the effective oversight of role in their absence
• Maintain safe and clean reception, kitchen and office area, complying with procedures, rules and regulations (including but not limited to weekly garbage and recycling)
• Manage and order office supplies including but not limited to, toiletries, groceries, stationery, equipment and furniture
• Client Onboarding: completes administrative business handling procedures: pre-edit, client and account set up, client adjustments, document imaging and retention as well as monitoring outstanding onboarding requirements, while maintaining compliance standards
• Client Account Maintenance: complete all client account administrative tasks i.e., such as but not limited to client profile updates, new and updated forms completion, database updates, maintaining up to date client records etc., while maintaining compliance standards
• Client servicing: work on customer inquiries independently or alongside team members, while maintaining compliance standards
• Sales Support: Complete processing requests as outlined and directed by Registered team members
• Other business activity support: provide support as requested i.e., such as but not limited to tax season support, completion of pension package and insurance applications etc.
• Responsible for tax results client communications from February through to May first each calendar year
• Support annual client events as required
  We are a small office and every team member contributes to the team effort by completing special project and duties as assigned