Job Description

We are seeking an organized, personable, and detail-oriented

Front Office Administrator

to join our financial advisory practice. This role is essential to ensuring a professional and welcoming client experience while supporting the daily operations of a busy financial planning office. The ideal candidate will have strong communication skills, excellent administrative abilities, and a genuine interest in client service within the financial services industry.

Key Responsibilities:

Client Service & Reception

Greet clients and visitors in a warm, professional manner and ensure they feel welcome. Manage phone and email inquiries; respond to client requests or route them to the appropriate advisor or team member. Schedule client meetings, maintain the advisor's calendar, and send appointment reminders. Prepare and maintain meeting materials, follow-up notes, and client correspondence.

Administrative Support

Maintain accurate client records, documentation, and filing (both digital and paper). Assist with processing new account paperwork, transfers, and other client service requests. Support compliance procedures by ensuring all documentation meets internal and regulatory requirements Manage incoming and outgoing mail, courier deliveries, and office supplies. Maintain confidentiality of client and firm information at all times.

Operational Coordination

Coordinate with investment and insurance back offices to ensure timely execution of transactions. Assist with data entry and updates in CRM systems. Track pending items and proactively follow up on outstanding client or administrative actions. Support marketing initiatives such as client newsletters, event coordination, and social media updates.

Qualifications

Previous administrative experience in a

financial services, banking, or professional office

setting is a bonus but not required. Strong organizational skills with the ability to manage multiple priorities. Excellent verbal and written communication skills. High attention to detail and accuracy in record keeping. Understanding of confidentiality and fiduciary responsibility in a client-facing role. Post-secondary education in business administration, office management, or related field preferred.

Personal Attributes

Professional, friendly, and approachable demeanor. Reliable and punctual with a strong sense of responsibility. Proactive and adaptable; takes initiative to identify and solve problems. Works effectively in a small team environment where collaboration and communication are key.

Compensation & Benefits

Competitive salary based on experience. Paid vacation and personal days. Ongoing training and professional development opportunities.

About the Firm

Our branch is a client focused, team-oriented office with the goal of delivering personalized Wealth Management advice and outstanding service to our clients. We greatly value our friendly and independent culture at the office and believe it provides an opportunity for a great work and life balance.

Job Types: Full-time, Permanent

Pay: $25.00-$30.00 per hour

Expected hours: 40 per week

Benefits:

Dental care Extended health care On-site parking Paid time off
Work Location: In person