Office Administrator I

Office Administrator I

The Office Administrator I duties will include client services, office management, compliance reporting, report and billing preparation, receptionist, etc.

Job Description (including but not limited to the following):

  • Client Database/Account Maintenance/Reporting
  • Input client information into our CRM: MS Office
  • Maintain client address, phone number, email, telephone and other personal contact information in CAMS
  • Prepare and mail/email quarterly performance reports and invoices
  • Daily downloads (if needed)
  • Prepare exceptions from the morning downloads
Client Services
  • Process new accounts: initial client package, processing completed forms, client copies, follow-up for transfers, verification for accuracy, Broker/Dealer, mutual fund and/or annuity company info correct and linked correctly
  • Prepare paperwork and track transfers and rollovers
  • Follow up with clients regarding requests and issue resolution
  • Tracking work to ensure timely and accurate completion
  • Follow up on action items from client meetings
  • Other Client processing: account/portfolio changes, etc.
  • Client Requests: distributions, additions, change of address, beneficiary changes, etc.
  • By request, draft letters to clients as they need to be sent for client requests, information needed, etc.
  • Manage RMD’s: Required Minimum Distributions
  • Scan and File all client/company documents into the electronic cabinet
  • Keep office appearance in good order
  • Accounts receivable/payable
  • Assist advisor with compliance or licensing
  • Manage and maintain payroll – ensure the accuracy, time and efficiency distribution of salaries to the employees
  • Birthday Cards: send out birthday cards to clients weekly
  • Appointment Reminders – send out
  • Marketing and/or Newsletter Mailers
  • File all hard copies client paperwork into the paper files
  • Manage office equipment and supplies
  • Answer telephone and route calls
  • Enter, maintain, and update client information in Vision 2020
  • Enter checks received in V2020 log
  • Preparation of monthly correspondence/compliance reports
Skills and Requirements:
  • At minimum – Associates Degree Required
  • Series 6 or 7 license is required to be obtained within the first year.
  • Detail oriented, organized and highly motivated
  • Tactful and effective communicator with all levels
  • Previous administrative/similar experience required
  • Previous financial services experience a plus
  • Excellent Microsoft Office computer skills and specifically with Microsoft Excel
  • Above average math skills
  • Excels at working independently, but also works well with others. People who just “push buttons” and don’t analyze what is being done are not suitable for this position.

This is a temp to hire position located in the Conejo Valley area.  The salary range is $21 to $24 hourly depending on experience.


Job Reference #:     44FK
Location:                    Westlake Village, CA


Royal Staffing Services will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

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