Office Administrator

Opportunity:

We are looking for a highly organized, outgoing candidate to assist in our firm’s advisor support team. The Office Administrator will work closely with various members of our administrative team to provide a high level of service and support to our advisors. Responsibilities include the daily management and coordination of on-site office operations.  This full-time position will be housed in our San Antonio, TX office.

Our advisors and staff are committed to positively impacting lives, lifestyles and legacies. We are proud of the culture we have built which has allowed us to be name a Best & Brightest Company to Work For for 13 years and a Top Workplace for 11 years.

Primary Responsibilities (including, but not limited to):

• Assist front desk staff with answering calls and running reports for our team of advisors.
• Coordinate activities and firm meetings throughout the company to ensure efficiency.
• Track stocks of office supplies and place orders when necessary.
• Troubleshooting, handling with composure, grace and a positive attitude important and urgent matters that arise in the office.  
• Aim to find solutions to problems for dedicated administrative and leadership team members.
• Prep office and desk space for new hires ahead of their onboarding date.
• Serve as a dedicated point-of-contact with third-party technology providers.
• Provide basic level of technology support to on-site team members as needed.
• Manage phone system to add and remove employees and assist with voicemail setup.
• Provide back-up support to the Leaders’ Assistant to help members of the leadership team with administrative tasks.
• Create and update personnel records and databases.
• Manage emails, letters, packages, phone calls and other forms of correspondence.
• Interact with the advisor and administrative team as much as possible to establish strong relationships and promote a positive culture.
• Assist with managing agendas/travel arrangements/appointments etc. for the leadership team.

Qualifications:

• Positive attitude to promote firm culture.
• Ability to multi-task; including ability to manage multiple tasks and team member requests.
• Must have excellent organizational skills, attention to detail, and the ability to prioritize.
• Takes initiative to resolve problems and issues.
• Fosters open and approachable environment.
• Proficiency in Microsoft Word, Excel and Outlook required.
• Ability to learn other software programs.
• Ability to be flexible and work cross-functionally across the firm.
• Strong organization and customer service skills required.
• Ideal candidate should have a bachelor’s degree in business or a related field and at least 1 year of experience in the financial services industry.