Administrative Assistant

$31,200 - $37,440/Yr

Pontem Financial - San Antonio, TX

Full-time - Entry Level

San Antonio, TX

About the position

The Administrative Assistant serves as the first point of contact for clients at the practice, ensuring client satisfaction through effective communication and support. This role involves managing office operations, scheduling appointments, and providing administrative support to advisors and clients.

Responsibilities

• Answers all calls and disperses them to the appropriate department.
• Keeps the kitchen, conference rooms, and waiting room clean and ready for appointments.
• Keeps track of office supplies and kitchen supplies, taking inventory weekly.
• Schedules and confirms appointments for clients.
• Greets clients for appointments and offers them drinks.
• Updates Redtail with updated client information as needed.
• Creates appointment confidential data sheets for meetings.
• Prepares appointment folders for upcoming appointments including notes pages with client's name and date printed on the sheet.
• Maintains 10 prospect packets on hand with all inserts.
• Opens 529 accounts with shell accounts.
• Follows up on paperwork with clients and annuity companies.
• Files appointment notes and paperwork in client folders.
• Uploads insurance/annuity documents received from carriers to Redtail and gives them to Advisors for review.
• Runs reports for Advisors for birthdays and anniversaries for the month.
• Reviews workflows and completes all daily tasks.
• Prepares priority mail labels and regular envelopes for outgoing mail.
• Records all correspondence, cards, and documents mailed to clients and received from clients.
• Maintains a gift log for all gifts given and received to clients.
• Creates social media posts for basic marketing.
• Schedules and plans client/company events.
• Assists back office with special projects as needed.

Requirements

• 1 year of customer service experience (preferred).
• Proficiency in Microsoft Word.

Nice-to-haves

• Experience with Redtail CRM.

Benefits

• 401(k)
• Paid time off