who… a staffing company Looking for Office Administrator at Baltimore, MD Full Time

DIRECTOR OF FIRST IMPRESSIONS: COCKEYSVILLE, MD

Who Staffing is looking for a Director of First Impressions for a full-time, direct hire opportunity with our client in Cockeysville, MD. This is an on-site position.

Job Summary:

Our client, a growing wealth management firm, is seeking a Director of First Impressions to assist them in their mission of helping clients achieve their financial goals. As the first and last person visitors will see when they are in our client’s office, this position plays an important role in setting the tone for the organization and ensuring all guests have a positive experience while with them. In addition, this role maintains office inventory, facilitates communication to clients and team members, and promotes and enhances their company’s brand and services.

They are looking for an individual who is upbeat and energetic, understands the importance of making guests and team members feel welcome and comfortable, and would enjoy the responsibility of keeping their offices organized and equipped. If you have experience with or are curious about the wealth management and retirement planning industry and have a passion for providing clients with a memorable experience, then they would love to hear from you!

Roles and Responsibilities:

Front Desk

• Greet clients, prospective clients, and all other visitors in a warm and friendly manner
• Escort clients/guests to appropriate conference room, engaging in conversation and then offering/delivering beverages
• Maintain a log of client preferences to deliver a more positive experience during their next visit
• Answer all incoming telephone calls, providing information or answering questions whenever possible, or connecting callers with the appropriate team member
• Keep the reception area in a tidy and orderly manner

Office Administration

• Sort and distribute mail, ensuring team members are promptly made aware of all priority or time-sensitive communications
• Maintain inventory of office supplies, beverages, and snacks. Order and re-stock as needed
• Keep conference rooms and common areas in a tidy and orderly manner, ensuring each room is properly prepared for scheduled or drop-in visitors
• Become familiar with – and then function as initial point of contact for questions/issues related to – phone, IT, copier, and postage equipment. Engage appropriate third-party suppliers as necessary
• Coordinate with Chief of Staff to track team member PTO or other office protocols as requested
• Maintain accurate client data in firm’s CRM system
• Coordinate with Chief of Staff to order team lunch and organize team outings

Client Communication:

• Management of new advisor leads in firm’s CRM
• Assist Clients with technical issues as needed
• Call, email, and/or text clients regarding appointment reminders
• Facilitate periodic client correspondence, which may include birthday greetings, anniversary gifts, or other milestone events or relevant communication
• Coordinate the assembly and mailing of client materials as requested by team members

Compliance Support:

• Log client gifts in the firm’s CRM
• Record client correspondence in the firm’s CRM
• Support client service teams with other compliance requirement needs as requested, including scanning and filing client materials in the firm’s electronic storage system

This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. As with any smaller organization, this position may be asked and should be willing to take on additional responsibilities as the need arises

Qualifications:

• Bachelor’s degree in marketing, business, communications, or a related field
• Proficient in Salesforce, Calendly, LinkedIn, Facebook, Hootsuite, Excel, Word, and PowerPoint are advantageous
• Previous experience in marketing or a related role, and/or financial services field is a plus
• Excellent written and verbal communication skills
• Creative thinking and problem-solving skills
• Ability to manage deadlines, manage several tasks, and communicate in a proactive manner with a sense of urgency
• Strong phone skills
• Disciplined organizational skills
• Must be able to work independently and in a team environment

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