Operations Coordinator

Summary

This position provides administrative support to Thomas Brooke. 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, 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 Operations Coordinator reports to and is employed by Thomas Brooke.


This position is in person at the Davenport office. Hours are Monday - Thursday 8:30 a.m. to 5 p.m. This is a 32 hour a week role. Compensation is $20-22/hr. Expectation is to obtain Life and Health Insurance licensure in the first 60 days, followed by completing the FINRA SIE, 7, and 66 licensure. Benefits are PTO and holiday pay.

Job Description

Position Roles/Responsibilities/Accountabilities

• Handles incoming telephone calls and responds to requests for information
• Promote the firm's mission, culture and core values through day-to-day leadership and management
  
  
  Drive initiatives that help the firm enhance profitability and achieve business objectives
  
  
  Develop, execute, and oversee workflow, processes, and Standard Operating Procedures for practice
• Performs routine administrative duties such as maintaining office supplies and processing mail
• Prepares or coordinates the preparation of routine correspondence, reports, and special projects typically of a routine nature
• Supports projects, administration of various programs, and processing functions as needed
• Drive client/member facing activity in the practice by scheduling meetings with client/members on behalf of the practice's Financial Advisors
• Update the contact management system with client/member contact and preference information
• Assist Financial Advisors in the preparation and follow up for the client/member meetings
• Tracks practice expenses and oversees the practice bill paying
• Provides back-up support on tasks that do not require any type of licensing or registration for other staff members, as needed
• Participates in the business planning process
• Develop and maintain all regulatory files
  
  
  Monitor and support licensing and continuing education requirements for all members of the team
  
  
  Oversee client account setup
• Completes other miscellaneous tasks as assigned

Position Qualifications

• Previous administrative/secretarial 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 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 the team
• 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 Thomas Brooke's 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.

All persons with access to Wealthscape are deemed Access Persons and are subject to Compliance with the firm's Code of Ethics which requires all outside brokerage accounts to be maintained at one of the firms designated by TIMI.