Financial Services Practice Coordinator

Insero Talent Solutions has partnered with a dynamic, boutique wealth management firm in Rochester, NY to recruit a Practice Coordinator.

Summary of responsibilities

This position is responsible for managing workflow through the office and ensuring that all tasks are completed in a timely manner. The practice coordinator is also responsible for the administrative logistics that keep the office running efficiently.

Principal responsibilities

• Serve as right hand to principal advisor
• Administration tasks include:
  • Coordinating calendars and schedules
  • Answer phones and greeting clients that come into office
• Possess high-level understanding of roles and responsibilities of each office position; ability to fill in if anyone is out.
• Follow up on action steps resulting from prospect and client meetings (e.g., monitor high priority tasks, delegate tasks to appropriate team member, maintain CRM system for the Team); establish and maintain solid working relationships with clients; provide ongoing support and service as appropriate.
• Responsible for maintaining office systems including CRM, phone system (RingCentral), document storage (Laserfiche), and various software applications, ex. Microsoft Office 365/ TEAMS, LastPass and Calendly.
• Act as a key contact with our local tech support company and broker/dealer Commonwealth’s technology department.
• Coordinate team meetings, take minutes at team meetings – establish and monitor action steps, and ensure timeliness of completion.
• Coordinate workflow of principal advisor to maintain overall forward direction of firm.
• Work with Outsourced HR Services: participate in hiring, training, and annual performance reviews of team members.
• Maintain inventory of office supplies and materials and recommend large purchases to principal advisor.
• Maintain office computer systems: working with broker/dealer on set up of new computers, ensuring updates are applied, maintaining equipment inventory and recommending replacement of outdated equipment,
• Oversee maintenance of client files and database records
• Proactively keep principal advisor and team members aware of incomplete or unresolved tasks
• Maintain relationship with all vendors.
• Anticipate needs of the office and handle them proactively.

Required knowledge/skills/competencies

• BA or BS in a business discipline
• 3+ years of experience in the financial advisory field; experience working with National Financial Services (NFS) processes and forms a plus
• Strong attention to detail and organizational skills
• Ability to multi-task while maintaining and meeting deadlines
• Tech savy
• Excellent knowledge of financial planning concepts and terminology
• Proficiency with computer programs, including Microsoft Teams and Office 365.
• Notary Public a plus
• FINRA Series 6 or 7 securities registration; FINRA Series 63 securities registration a plus