Office Manager

Administrative Support Role

This position provides administrative support to Red Mountain Associates. This role is critical to our member experience and requires a friendly, upbeat demeanor. The incumbent supports the daily operations of the practice, including, but not limited to: answering the phones, scheduling appointments, meeting/greeting members, handling/distributing postal mail and practice email, ordering supplies, utilizing Thrivent Financial computer systems and programs in support of client relations, and other administrative tasks as assigned. The Office Manager reports to and is employed by Red Mountain Associates. This role is fully in office located in Birmingham, AL. Hours: 30 hours; Monday - Thursday 9 a.m. to 4 p.m, 2 hours on Friday Compensation: $27-32/hr. depending on experience. Benefits: Simple IRA 3%match, PTO and holiday pay offered. The practice supports ongoing growth and development among the team.

Position Roles/Responsibilities/Accountabilities

• Answer and appropriately triage all incoming phone calls and messages.
• Drive client facing activity by scheduling and coordinating meetings with clients across multiple time zones.
• Maintain advisor's calendar, managing multiple and complex schedules and preparing in advance for meetings and events.
• Greet clients and visitors upon arrival and ensure a welcoming, professional front office experience.
• Manage client correspondence, including mailing lists, card distributions, and compliance and marketing mailings.
• Maintain adequate office supplies and ensure a professional appearance of all office areas.
• Update Salesforce with accurate client contact information and communication preferences.
• Maintain organized physical and electronic client files in accordance with firm standards.
• Prepare correspondence and reports
• Coordinate special projects as assigned.
• Record checks received by inputting data into the blotter and client posting sheets.
• Provide comprehensive administrative support to advisors across a variety of functions and tasks.
• Completes other miscellaneous tasks as assigned

Position Qualifications

• Previous administrative/secretarial experience desired
• Previous call center experience desired
• Strong technical computer aptitude and knowledge of business tools (e.g., Microsoft Word, Excel, PowerPoint) or ability to learn
• Ability to handle multiple tasks and maintain a high quality of work while experiencing frequent interruptions
• Ability to maintain integrity of sensitive/confidential information
• Basic understanding of Red Mountain Associates, our products and services, and Thrivent Financial

Competencies

• Planning/Organizing
• Customer Focus
• Communication
• Interpersonal Skills
• Teamwork and Collaboration
• Adaptability/Flexibility

External/Internal Dependencies

• Must be able to work with all roles of Red Mountain Associates
• Must be able to represent the organization in work with external clients
• Must be able to cultivate and maintain relationships with outside organizations

As part of Red Mountain Associates' recruiting/hiring/contracting process, a verification of a candidate's background will be made to complete the hiring/contracting process. In addition, fingerprints will be taken for submission to the Federal Bureau of Investigation for review against nationwide fingerprint records.

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