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Office Manager

2 months ago

Toronto Ontario, Ontario, Canada The Vantage Talent Group Full time

ESSENTIAL RESPONSIBILITIES

Office Operations

• Ensuring a high-functioning office that is organized with office operations and procedures. • Point person for maintenance, inventory, managing relationships with IT, property manager, vendors, mailing, shipping, supplies, equipment, bills, and errands. • Maintain a safe, secure, and pleasant work environment. • Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office. • Coordinate office staff activities to ensure maximum efficiency ensuring office operations and procedures. Client Engagement

• Ensure clients are taken care of promptly and professionally. • Facilitate in solving client needs and elevating client experience, leaving them feeling supported and valued. • Build, update, and retain Client Relationship Management (CRM) • Support core case requests by completing cases for core clients. • Name documents according to company protocol and assist in adhering to compliance rules by saving paperwork to the appropriate client file, while maintaining segregation between multiple client entities • Send paperwork to clients using the electronic signature system while adhering to the Custodian’s compliance rules pertaining to electronic signatures. • Send outbound paperwork to clients using courier, postal system, or gift vendors, dependent upon request. • Ensuring client meetings and events are positive, personal, memorable, and referrable.

Team Support Optimization

• Overview support of the general inbox • Ensure the team is ready and prepped for upcoming client meetings. • Ensure CRM is properly used and maintained by all in the office. • Other responsibilities as dictated by the needs of the business in areas of sales, client service, and administration. • Provide support to Service Team and Advisory Team as required. Advisory • Cross training with the Office Manager role • Calendar Scheduling using Calendly, Outlook & Microsoft Bookings • Update CRM with client data and work through the client process • Support client initiatives, statements, and portfolios for various types of investment accounts (i.e., Registered and Non-Registered Accounts, Corporate, and Trust Entities)

Compliance

• Follow compliance standards and protocols. • Manage and oversee the compliance annual review process.


POSITION SPECIFICATIONS

Experience and Education:

• Office Administrative Experience • Preferred o Completion of CSC o 3-5 years of experience in a financial services firm o Experience with Securities, Investments, and Insurance a plus o Experience working with Custodian Platforms (NBIN, Fidelity, TD, etc.)

Skills and Knowledge:

• Strong communicator and ability to handle the phone. • Strong organizational and time management skills • Strong computer skills and proficiency in Microsoft Office Suite required, CRM. • Desire to own and oversee the office space. • Client service experience with excellent communication skills o Verbal, written, and listening. • Knowledge of Broker-Dealer and Investment Advisory regulations a plus • Demonstrates personal integrity, honesty, and can deal with confidential information • Ability to deal with stress in an ever-changing industry. • Excellent time management and strong organizational skills, • Ability to prioritize multiple tasks and anticipate potential problems