The Front Office Coordinator is responsible for four primary functions: office management and support, executive assistant to the Managing Director, contracting and licensing, and advisor development coordination. A strong candidate for this role will have a high sense of follow-through, ability to work well with others, great attention to detail, and capacity to work in a fast-paced environment while being effective and timely.
Specific responsibilities may include but are not limited to:
Responsibilities:
Office Management and Support:
• Welcome and direct visitors.
• Process incoming and outgoing mail.
• Maintain inventory and order office supplies as needed.
• Inspect and tidy the office space.
• Send emails to the office with updates and reminders.
Executive Assistant to Managing Director:
• Organize meetings, including scheduling and sending reminders.
• Manage Managing Director’s calendar, including making appointments and prioritizing time sensitive matters.
• Maintain comprehensive and accurate records.
• Provide administrative assistance, such as writing and editing emails, drafting memos, and preparing communication on the Managing Director’s behalf.
Contracting and Licensing:
• Administer, input, track, and follow-up on requirements and paperwork for contracting and licensing.
• Provide information on the requirements of the contracting, licensing, and registration process.
• Act as liaison between the office throughout the entire contracting, licensing, and registration processes.
• Schedule and track licensing, education, and exam requirements for industry or office standards.
• Provide successful course completion information to the office or outside vendors.
• Track personnel in appropriate systems to identify new personnel, changes in existing personnel, and terminations.
• Maintain current forms utilizing office systems.
Advisor Development Coordination:
• On-board advisors by ensuring launch phases are built, weekly updates are communicated to the team, and calendars are managed.
• Assist advisors by supporting licensing and application questions, uploading P500, and managing technology issues.
• Ensure Goal Achievement Dashboard is continually updated.
• Aid with joint work scheduling and calendar rescheduling/coordination.
• facilitate presenters and ensure attendees for all office trainings.
• Schedule and send all calendar invitations while managing food orders for office trainings and events.
Salary: 50-80k depending on experience
Location: In Carmel office
