Client Services Representative / Office Administrator - Madison, WI

Unclassified - Middleton, WI

Full-time - Entry Level

Middleton, WI

101-250 employees

About the position

As a member of the Client Services Team, the Client Services Representative I/Office Administrator is responsible for providing support to both Advisors and clients. Duties for this position may include, but are not limited to managing office administrator responsibilities, preparing client paperwork, initiating and completing client requests, contacting clients to schedule meetings, and managing incoming calls and client meeting preparation. This position requires the ability to communicate effectively, multitask and troubleshoot problems while maintaining a positive and client-centric approach. The Client Services Representative / Office Administrator can expect to focus in the following areas: Troubleshoots problems, schedules, and organizes meetings, serves as a liaison between Advisors and clients as needed. Meets routine client needs in a timely manner and has a basic understanding of Savant's unique philosophies. Manages client information—prepares client reports, submits and follows up on necessary paperwork, regularly updates Salesforce. Utilizes technology to perform a variety of tasks including populating and maintaining Salesforce information regarding clients and documents all client interactions. Proofreads reports, documentation, and electronic data for errors. Assembles materials for client meetings. Utilizes Salesforce to complete both client and internal requests. Professionally answers and directs incoming telephone calls. Professionally greets and assists office visitors while maintaining office, lobby, and conference room cleanliness. Assists in coordinating RSVPs, planning, and set-up for events in area. Prepares for upcoming meetings including preparing reports and confirming next-day appointments. Receives and logs mail and packages and prepares mailing and UPS shipments for office. Inventories, orders, and processes office supplies. Executes opening and closing procedures for office. Serves as back up to Client Service Assistant, Client Services Representative I's, Client Services Representative II's and Client Services Representative III's. Maintains team approach by assisting and filling in for others.

Responsibilities

• Troubleshoots problems, schedules, and organizes meetings, serves as a liaison between Advisors and clients as needed.
• Meets routine client needs in a timely manner and has a basic understanding of Savant's unique philosophies.
• Manages client information—prepares client reports, submits and follows up on necessary paperwork, regularly updates Salesforce.
• Utilizes technology to perform a variety of tasks including populating and maintaining Salesforce information regarding clients and documents all client interactions.
• Proofreads reports, documentation, and electronic data for errors.
• Assembles materials for client meetings.
• Utilizes Salesforce to complete both client and internal requests.
• Professionally answers and directs incoming telephone calls.
• Professionally greets and assists office visitors while maintaining office, lobby, and conference room cleanliness.
• Assists in coordinating RSVPs, planning, and set-up for events in area.
• Prepares for upcoming meetings including preparing reports and confirming next-day appointments.
• Receives and logs mail and packages and prepares mailing and UPS shipments for office.
• Inventories, orders, and processes office supplies.
• Executes opening and closing procedures for office.
• Serves as back up to Client Service Assistant, Client Services Representative I's, Client Services Representative II's and Client Services Representative III's.
• Maintains team approach by assisting and filling in for others.

Requirements

• An associate degree from an accredited college or university; Bachelor's degree preferred.
• 2-5 years of proven success and tenure in a client services/administrative support function in the field of financial services, banking, or insurance.
• Proficient in Outlook, Word, Excel, and PowerPoint, as well as CRM software.
• Process oriented, organized, detail-oriented, and able to multitask.
• Excellent verbal and written communication skills to build strong interpersonal relationships at all levels of the organization.
• Team player who enjoys collaboration and helping others, but can also work independently on project work.

Nice-to-haves

• Self-motivated, customer service oriented, energetic, resourceful, and eager to learn.
• Enjoys troubleshooting and problem solving to help others in a timely and efficient manner.
• Proven track record for solid attendance in previous work experiences.
• Maintains a high level of technical knowledge by participating in educational opportunities and reading technical publications.
• Enjoys contributing to the overall effectiveness of the client services team by assisting with various projects and filling in for others as needed.

Benefits

• Health insurance coverage
• Vision insurance coverage
• Dental insurance coverage
• 401K benefit options for you and your family
• Paid vacation days
• Paternity leave of 2 weeks