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Administrative Assistant / Client Relations representative for financial services firm in Mesa, AZ

Administrative assistant & client relations representative (a.k.a. The Glue) needed for a small and growing financial services firm that specializes in managing company-sponsored retirement plans. As the administrative assistant & client relations representative, you will work directly with the primary advisor who specializes in advising and consulting corporate retirement plans (401(k), Profit Sharing plans, etc.). Experience as an administrative assistant is . Experience in working with Microsoft Office programs (Word, Outlook, Excel, PowerPoint, Publisher, etc.), Adobe Acrobat, Google Suites, and general computer skills .

Hours needed 36-40 hours a week - Monday Thursday (8hrs. i.e. - 8:00 4:00, or 8:30 4:30) and Fridays (half day possible 4-8hrs, i.e. 8:00 12:00/1:00, 9:00 1:00/2:00, etc.) Hours can be somewhat flexible especially on Fridays, if requested / needed.

Asthe \\\"Glue,\\\" you will be responsible for holding the office & advisors world together. You will work side by side with the team to stay organized, efficient, & well informed. No two days will be the same.

We are looking for an energetic, friendly, very organized, multi-tasking person with polished people skills to assist with administrative duties, client servicing and office operations. Excellent computer skills are required knowledge & experience with computers & programs Adobe, Word, Excel, Publisher, Microsoft OS, OneDrive, Google Suites, Salesforce, etc. **Typing minimum of 45-50 WPM required**

About the Firm

Phocus Retirement Services manages retirement plans (401(k), Profit-Sharing, etc.) for employers and their employees. We are a office with four advisors, and we strongly believe in fostering a creative atmosphere and want employees to enjoy their time while at work. We take our clients needs very seriously and this position is one of the key components to making sure our clients are always taken care of. We believe in teamwork, hard work, and rewarding work.

Responsibilities and Duties and the Three Hats

There are essentially three hats that will be worn when it comes to your responsibilities and duties:

1. (45-50% of time spent in this capacity)

• Support the primary advisor with the client reviews
• Maintain the advisors calendar confirm appointments, send agendas, etc.
• Create the quarterly, semi-annual, and annual client reviews using Adobe Acrobate & other programs
• Maintain client management system software (RPAG and Salesforce)
• Manage and maintain client files (both hard and electronic files)
• Maintaining compliance approvals for marketing materials

2. (40-45% of time spent in this capacity)

• Frequent client communication & service (mostly 401(k) clients, some individual clients)
• Review follow up and handling action items from the review meetings
• Handling client inquiries and needs both 401(k) and individual clients

**Note** About 70-75% of the communication between our clients and our office is handled via email so the person that fills this role must be proficient in Outlook and typing (45-50 WPM minimum is required)

**Note** The other 25-30% of our communication is handled via phone so a good phone presence is also a requirement

3. (only 5-10% of time spent in this capacity)

• Maintain office policies and procedures
• Operations of small office
• Payroll Send in payroll reports to bookkeeper each week
• Maintain office equipment (printer / scanner)
• Office supplies maintain toner, paper, etc.
• Check mail daily

The Ideal Candidate Will Have:

• Optimistic/cheerful/can-do attitude and ability to learn new things quickly.
• Strong organizational skills and strong work ethic.
• Advanced computer skills with a strong knowledge of MS Office programs, Google Suites, Adobe, Sales Force, etc.
• Minimum 2 yrs. Experience as an administrative assistant
• Ability to prioritize, problem solve and juggle multiple projects multi-tasking.
• Loyal and Trustworthy and excellent people skills.
• Self-motivated and willing to learn and work independently.
• Strong written, email (Outlook), telephone and verbal communication skills.
• Able to collaborate with colleagues in a fast-paced environment.
• Associate or bachelors degree (preferred, but not required)

**Candidates must be able to pass fingerprinted background check**

**Anticipated start date is mid-late February** The candidate must pass a background check which can take approximately 1 week.

**To apply** send an email to pkbatt@phocusretirement.com with your resume and 2-3 paragraphs describing why you would be a great fit for this role and our office. If we feel that you would be a great match, we will line up an initial Teams / phone interview.

Due to the anticipated volume of responses, we will contact only those candidates who most closely match our requirements. .

Compensation:

$21.00- $23.00 an hour to start based on experience. Pay increases are based on performance. The first pay increase will take place after 6 months of employment and will be based on a performance review. The second increase will take place following 12 months of employment and is based on a performance review. Performance reviews and pay increases will take place every year following the second review. There is great potential for the compensation for this position to grow nicely as the firms revenue increases based on the performance and abilities of this new staff person.

Benefits

PTO / Vacation Pay and Holiday Pay begin to accrue immediately, but can be used after 90 days. 401(k) with match plus profit-sharing after one year.

**No health insurance** benefits at this time

Job Type: Full-time

Pay: $21.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday
• No nights
• No weekends

Experience:

• Administrative Assistant: 2 years (Required)

Ability to Relocate:

• Mesa, AZ 85210: Relocate before starting work (Required)

Work Location: In person