Etcetera Projects Looking for Office Manager at Calgary, Alberta, Canada Full Time

Overview

We are in search of an Office Manager for one of our clients – a Calgary-based financial services firm that supports individuals and businesses with investment and insurance solutions. Who are we looking for? Someone who sees something that needs doing and either does it or delegates it quickly. Someone with experience in mutual fund transactions and someone who is structured in your work but easily adaptable when it comes to change.

The Position

Reporting to the Owner and Certified Financial Planner, you will play a critical role in the day-to-day operations of the firm. You will provide high-quality client service when responding to requests and prepare the Certified Financial Planner for client meetings. You will ensure that insurance and investment business is processed and completed in accordance with all compliance rules. You will do important behind-the-scenes work that ensure business effectiveness, including managing licensing, office security and upkeep, and client communications.

Key Responsibilities

• Process all mutual fund, GIC, segregated fund and insurance business in compliance with rules and regulations.
• Ensure all critical documents are produced, including reason why letters and financial needs analyses, while maintaining and storing all key client information in the appropriate locations, including the firm’s customer relationship manager (CRM).
• Be responsible for ensuring all compliance rules are followed by the team and all supporting documentation is stored and tracked, including client meeting notes.
• Support the firm’s compliance and privacy obligations by keeping the compliance manual current, staying up to date on privacy rules and ensuring all client data is secure.
• Create and update monthly task trackers for all critical business functions.
• Track and renew all insurance and investment licensing and errors and omissions insurance.
• Produce regular social media and newsletter content and execute the required approval processes.
• Provide high-quality client service by responding to phone calls and emails and managing or delegating requests as required, ensuring all compliance rules and regulations are being followed.
• Ensure an excellent in-office experience for clients who are meeting with the Certified Financial Planner, preparing for meetings and overseeing general office upkeep, including purchasing and tracking supplies, watering plants and working with the landlord on any building or property maintenance issues.
• Manage incoming and outgoing mail and couriers, as well as the ordering of all office supplies.
• Supervise and train office assistants and ensure all activities are compliant.
• Operate basic accounting for the firm, including producing commission and expense reports, entering bank statements into accounting software and paying invoices.

Qualifications

• 5+ years experience with mutual fund transactions.
• Experience with life and accident and sickness insurance products, policies and processes would be an asset.
• Demonstrated commitment to high-quality client service.
• Sound understanding of technology, including the ability to use digital tools to augment the client experience, e.g. digital signatures, cloud storage, virtual meetings.
• Working knowledge of social media platforms.
• Excellent written and verbal communication skills, with the ability to present information clearly and concisely.
• Demonstrated ability to adapt seamlessly to change, including changes to processes, procedures, technology and priorities.
• A kind and caring attitude for clients and colleagues.

Compensation

Compensation will be commensurate with experience. The chosen candidate will have an opportunity for on-the-job training with the current employee in this role.

Work Environment

This is an in-office role with regular Monday-Friday working hours.

How to Apply

If this position sounds like a fit for you, please apply to this posting on LinkedIn. This is a key position on our client’s team, so we will move quickly once the right candidate is identified.

About Our Client

Our client has been in the financial services industry for more than 25 years, providing financial planning, investment and insurance support to individuals and businesses. They view clients as family and believe in understanding what is important to them and why, in order to develop a clear financial plan that will help them reach their goals.