Administrative Coordinator

Paradigm Financial & Insurance Services, LLC

DeLand, FL 32720, USA

Published: 6/14/2022

Full Time

Job Description

Financial & Insurance Services firm is seeking a motivated and detail-oriented Administrative Coordinator to support our growing financial advisory practice. The individual will play a vital role in maintaining excellent client relationships, managing scheduling and communications, and assisting in the daily operations of the firm.

This is an ideal position for someone who enjoys interacting with people, is highly organized, and thrives in a professional environment focused on financial planning and client service.

Key Responsibilities:

As our Administrative Coordinator, you will manage a variety of tasks crucial to daily operations:

Case and Client Management: Track and log all new business, servicing cases, and communications into Salesforce. Ensure all client personal information is updated accurately in Sales Central.
Document and Data Handling: Assist in preparing electronic applications, print payroll deduction forms, and scan documents into Revver for each case.
Scheduling and Communication: Coordinate, confirm, and schedule appointments, including Zoom meetings with prospects and priority clients. Manage follow-ups in a timely manner and advise management as needed.
Orphan Policy Handling: Reach out to clients with "orphan" policies within a specified timeframe via email, letters, and phone calls to schedule appointments.
Referral Outreach & Nurturing: Proactively make contact with all incoming client referrals to initiate the relationship and schedule initial appointments. This crucial role requires meticulous organization and persistent, detailed follow-up to ensure every potential client is engaged and scheduled.
Post-Appointment Follow-up: Execute a meticulous post-appointment follow-up system, which includes documenting all client communications and advising the Advisor directly on necessary follow-up needs and timelines. This task is crucial for maintaining excellent client relations and ensuring timely service.
General Administrative Support: Assist in policy deliveries, prepare appointment folders, and assist with client campaigns and other general customer service duties.

Qualifications and Skills

Proven experience in an administrative support role is a plus, but we are willing to train the right person.
High proficiency with common office software and the ability to quickly learn industry-specific systems (Microsoft 365, Salesforce, Revver, etc.).
Excellent organizational, time management, and multitasking abilities.
Strong communication and interpersonal skills, both written and verbal.
A self-starter who can work independently and efficiently.
Exceptional attention to detail and problem-solving skills.
Personable, no fear in speaking with people and making calls to leads/clients.

Core Competencies for Success: Must have excellent follow-up & lead tracking skills, great organizational skills, Creativity (think outside of the box), fearless in calling leads and/or client campaigns, and self-motivated.

Compensation & Benefits

Hourly pay with incentive structure based on experience.
Vacation pay after one year of service.
Group Life Insurance and Short-term disability.
Professional growth and advancement opportunities.

Why You'll Love Working Here

We are dedicated to helping individuals and families build financial confidence through education, personalized planning, and trusted relationships. As part of our team, you'll play an integral role in ensuring our clients receive an exceptional, professional experience every step of the way.

This position requires fingerprinting & a back-ground check. Full-time 35-40 hours week.