Lenox Advisors

Office Administrator

US-CA-Los Angeles
Type
Full-Time

Overview

Who we are:

Lenox Advisors is a full-service, multi-faceted financial services firm.  Our clients hire us for our commitment to help them achieve long-term financial success.  We have an immediate opportunity in our Los Angeles, CA office for an Office Administrator.

 

The Office Administrator represents the face of Lenox to all visitors and clients visiting this location. The Office Administrator is responsible for all of the administrative and operational activities performed in the Los Angeles Office as well as the onboarding and coordination of training of new sales professionals in that office.

Responsibilities

What you’ll be doing:

  • Provides administrative support to Sales Manager including calendar management, data entry, answering the phone, preparation of recruiting packages, research, travel arrangements, etc.
  • Assists the Regional Administrative Manager with coordinating new Relationship Manager and Client Service Associate on-boarding, scheduling and coordinating training for current Relationship Managers and Client Service Associates and organizing the off-boarding of departing Relationship Managers.
  • Assists the Sales Manager with sourcing of potential Relationship Manager recruits through the use of LinkedIn and other platforms.
  • Answers main line for phones, identifying client’s wants and needs, and professionally and promptly announces caller. 
  • Greets and welcomes all guests and announces visitors promptly to appropriate producer or staff member and maintains a neat and orderly reception area.
  • Manages conference room reservations and registers all office visitors with building security.
  • Provides assistance to Lenox Partners and visiting staff/Relationship Managers when they are in the Los Angeles location.
  • Handles general office operations and procedures i.e. filing systems, database management, equipment maintenance, phone systems and other services.
  • Coordinates with all external facility vendors (internet, postage etc.) for maintenance and service.
  • Maintains and orders all office supplies, kitchen supplies & equipment, coffee, copy paper through approved vendors, ensuring that a supply of basic items are on hand at all times.
  • Maintains work area, conference rooms and A/V equipment, including voicemails and switchboard greetings.
  • Monitors and organizes marketing materials. Keeps marketing pantry and reception area up to date with marketing materials.
  • Checks for, opens and sorts all mail and prepares overnight mail packages for delivery and coordinates delivery with service providers and/or messengers as appropriate.
  • Assists with all regional event planning (i.e. holiday party, dinners, in-house lunch meetings).
  • Coordinates with building administration for all work pertaining to the office space, including, but not limited to building hours and facility maintenance.
  • Works with IT to troubleshoot technical issues and institute changes. Also, serves as the local office contact for after-hours/weekend issues.
  • Communicates with top executives regarding office facility and IT changes and issues.
  • Prepares monthly reports for Accounting.
  • Manages parking validation for all visitors.
  • Provides client service support to Sales Manager with regards to his new personal insurance production and servicing of existing clients.
  • Other duties and/or special projects as assigned.

Qualifications

What we’re looking for:

The successful candidate will preferably have a Bachelor’s degree and at least three years of office admin or office manager experience. This applicant will have a friendly, helpful demeanor, exception attention to detail skills, strong technical skills, and a strong sense of urgency. The successful candidate will also be able to read situations quickly and accurately, maintain confidentiality, and handle stressful situations with calm and poise.

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