Office Administrator

Company Description Insight Strategic Wealth, LLC is a fee-only Registered Investment Advisor (RIA) that has been guiding clients through personal and financial transitions since 2009. The firm emphasizes structured planning, goal-setting, and evidence-based investing to help clients patiently earn long‑term market returns. As a fiduciary, Insight Strategic Wealth is committed to acting solely in clients’ best financial interests, free from commissions or third‑party incentives. The team focuses on clearly stated, well‑managed costs to help clients retain more of their investment returns. Role Description The Office Administrator is a full‑time, on‑site role based in Knoxville, TN, responsible for ensuring smooth daily operations of the office. We are seeking a highly organized, proactive, and trustworthy Office Administrator to support the daily operations of our financial firm. This critical role ensures efficient administrative and clerical support while maintaining the highest standards of confidentiality, accuracy, and regulatory awareness. The ideal candidate is cooperative, team‑oriented, and relationship‑focused, with a strong service mindset and meticulous attention to detail when handling sensitive financial information. Bonus: Must love dogs — our friendly office pups are part of the team and love making new friends! Key Responsibilities Greet clients and team members with a warm, high‑energy demeanor via phone and in person, while serving as the primary contact and directing inquiries appropriately. Perform accurate clerical and administrative tasks: copying, scanning, filing, organizing, and retrieving documents (including ShareFile). Process checks for deposit, upload 1099 forms, handle accounts payable (AP), and support other routine financial documentation. Download, organize, and distribute routine financial and client reports. Prepare, review, and manage consent forms and other client onboarding/authorization documents. Schedule and confirm in‑person and Zoom meetings for advisors, clients, and team members. Manage office supplies, vendor relationships, and shipping (UPS and other carriers). Coordinate internal events, holiday functions, team meetings, and client appreciation events. Provide basic IT support for office systems and troubleshoot common technical issues (ex: Adobe Acrobat/Reader problems, copier/printer jams, scanner issues, and basic connectivity or software glitches) - with support from outsourced IT consultants or coordinate with IT consultants on issues. Maintain organized physical and digital filing systems in accordance with firm policies and record retention requirements. Perform other duties as assigned to support the operational needs of the firm and the team. Education & Experience Minimum of 5 years of professional administrative, office support, or customer service experience in any industry. Prior experience in a financial services, professional services, or client‑facing environment is preferred, but not required. Individual seeking a second career are strongly encouraged to apply. We value transferable skills, maturity, reliability, and a strong work ethic. Experience supporting a team in a fast‑paced office environment. Preferred Qualifications Bachelor’s degree (or equivalent combination of education and experience). Required Skills & Qualifications Positive attitude and growth mindset. Strong communication and interpersonal skills. General proficiency in Microsoft Office Excel (data validation, formatting financial data, etc.). Strong attention to detail and high accuracy when handling financial and client documentation. Excellent written and verbal communication skills with a professional demeanor. Competence with document management systems (ShareFile or similar) and standard office technology (Microsoft Office Solutions, Adobe Suite, Outlook). Basic understanding of financial terminology and processes. Ability to prioritize tasks and manage multiple deadlines in a fast‑paced environment. Compliance, Confidentiality & Professional Standards Willingness to undergo and maintain a clean background check. Demonstrated ability to maintain strict confidentiality of client financial information and sensitive firm data. Understanding of the importance of regulatory compliance (e.g., safeguarding client records, following record retention policies). Professional appearance and conduct consistent with a client‑facing financial services environment. Cooperative & Team‑Oriented: Collaborative team player who supports colleagues and contributes to a positive office culture. Relationship‑Focused: Builds trust and strong working relationships with team members, clients, and external partners. Discreet, reliable, and accountable with a strong sense of integrity. Proactive problem‑solver who anticipates needs and takes initiative. #J-18808-Ljbffr