Operations Specialist

Posted: 04/19/2021

The Operations Specialist is responsible for providing administrative assistance in day-to-day operations to support an integrated team approach in our progressive financial planning practice. The Operations Specialist provides an important function in ensuring the Back Office operations run smoothly and efficiently and supports the on-going daily business tasks of the company. This role will review/research/report scheduling needs and assist in making calls to clients as directed to schedule client meetings for paraplanners/advisors as needed. Regular and predictable attendance is a required for this position. To be successful in this role, you will exhibit the ability to communicate and coordinate with the integrated team to achieve optimal work production across all departments and have high level initiative with the ability to work well under pressure in a fast paced office environment.

Essential Functions and Duties:

  • Assists Operations Manager in planning, organizing and coordinating functions relating to the operation of the business as directed
  • Demonstrates high level proficiency in the use of Microsoft Office applications, specifically Excel and Outlook
  • Develops high proficiency on the use of Sales Force with ability to create new reports based on practice needs
  • Creates electronic prep folders for client meetings as directed, which may include initial file set up, creation of electronic folders, or basic prep; provides completed prep folders to assigned paraplanners
  • Prepares weekly report for Upcoming Appointment meeting as directed
  • Performs on-going electronic file maintenance as directed, including scanning and posting client documents to Online File Manager (OFM)
  • Reviews applications for completion; obtains signatures if necessary; scans and e-files applications; updates Application Tracker
  • Provides post appointment tear down of client meeting files; scans and files client documents obtained or used during a client meeting in electronic files; posts scanned documents to OFM
  • Processes initial data received from prospects; scans, files and alerts the Operations Manager of all data received and electronically processed
  • Processes checks as directed; complies with all Ameriprise training/compliance regulations in accordance with check handling requirements
  • Assists with client meeting prep as directed
  • Makes telephone calls to schedule clients as directed for advisors; coordinates with advisors to report unsuccessful attempts to schedule specific clients
  • Covers phone desk as needed; covers reception desk as needed
  • Serves as primary back-up responsible to promptly answer telephone over-ring
  • Serves as primary backup for mail handler; responsible for incoming and outgoing company mail, including via fax and in person; complies with all Ameriprise training/compliance regulations in accordance with mail handling requirements
  • Prioritizes daily tasks to be proactive in time management
  • Performs other related duties as assigned

Competencies and skills: (Knowledge, skills and abilities required to be successful in this position)
  • High level proficiency in Microsoft Office computer applications with emphasis on Excel & Outlook
  • Knowledge of handling general office equipment
  • Proficiency in Ameriprise Financial software and applications as required
  • Strong attention to detail and accuracy
  • Strong problem-solving and analytical skills
  • Ability to handle and manage interruptions with ease
  • Ability to organize and prioritize own duties
  • Ability to communicate clearly and effectively
  • Ability to work as part of an integrated team
  • Emotional maturity that reflects empathy, concern and genuineness for all client interfaces
  • Operates with high ethical and professional standards; exercises confidentiality; demonstrates the highest level of integrity
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
Education and experience required:
  • High school education required
  • Post high school education desired
  • 5+ years of previous administrative work experience preferred
Base Salary:

        $32,000 - $36,000 based on level of experience

Type of Employment: Full-Time

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