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Front Office Administrator

3 weeks ago

Nanaimo, Canada Bastion Wealth Advisors Group Full time

**Key Responsibilities**:
**Client Service & Reception**
- Greet clients and visitors in a warm, professional manner and ensure they feel welcome.
- 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