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Central Business Office Supervisor- Central Business Office- 17th street

First Command Financial Services, Inc.

Central Business Office Supervisor- Central Business Office- 17th street

Mount Laurel, NJ
Paid
  • Responsibilities

    Office Manager - Position Description

    Position Overview

    The Office Manager (OM) is responsible for the day to day activities, operation, compliance and maintenance of the District office as well as any satellite offices. The OM is also responsible for the supervision and training of the other office support personnel to include Administrative Assistants, Client Contact Specialist, Plan Production Specialists.

    Responsibilities

    OFFICE MAINTENANCE

    • Establish a system for mail, fax, and e-mail pickup, delivery, and distribution for the office
    • Establish a system for daily manning of the office phones and reception area
    • Establish and maintain a suspense system for all office subscriptions
    • Coordinate upkeep of office equipment and establish and maintain records of common office equipment and lease information
    • Investigate, establish, and maintain services for the office (local and long distance phone service, data services, beverage service, cleaning, maintenance, insurance, etc.)
    • Maintain stock of general office supplies
    • Establish a publications account with the home office Publications Department.
    • Maintain stock of forms and literature from the home office, insurance companies, and investment companies

    NETWORK ADMINISTRATION

    • Ensure completion of computer and software upgrades on all office computers
    • Ensure regular maintenance is performed on all office computers
    • Provide training on office computer protocols to District personnel.
    • Set up new computers and prepare computers being removed from the office
    • Maintain list of District software with license number

    BUSINESS OPERATIONS

    • Establish and maintain a suspense system for all time-sensitive actions to district, division, and home office
    • Create and distribute a monthly office bill
    • Maintain a petty cash fund (if applicable)
    • Record receipts, pay bills, and balance the office checkbook
    • Develop a monthly district calendar of district activities and shared duties
    • Help the DA develop and maintain a method to assign clients new to the area to a servicing advisor
    • Help the DA coordinate reassignment of client of departing Advisor. Maintain and purge moved client files of departed advisors

    PERSONNEL HIRING/TRAINING

    • Screen applicants for administrative positions
    • Be an Advisor’s resource to train a new AA and/or CCS
    • Establish procedures for orientation of newly hired administrative staff and Advisors
    • Establish procedures for termination of administrative staff and Advisors
    • Train a Receptionist and other office personnel as needed
    • Train a new Advisor on administrative matters
    • Help the DA establish regular ongoing training for Advisors and administrative staff
    • Develop and establish monthly or quarterly training for AAs and CCSs
    • Know and follow state and federal employer requirements
    • Establish and maintain records on all employees regarding hire dates, awards, birthdays, etc.
    • Maintain a file and/or source of potential AAs and CCSs

    MARKETING PLAN

    • Help the DA develop and maintain a market penetration plan
    • Help the DA identify and implement ways to use the Marketing funds program for advertising
    • Follow established guidelines for submission of District requests for marketing funds
    • Complete the necessary tasks associated with scholarships
    • Prepare a Financial Plan
    • Establish procedures for approval process of financial plans
    • Conduct a technical audit of a Financial Plan
    • Track the status of Financial Plans in the district
    • Establish procedures for local plan production – WinUSPA and/or Planning Station

    TEAMBUILDING

    • Keep a record of district, advisor and administrative staff achievement records
    • Identify ways to facilitate office communications
    • Ensure team members have clearly defined roles and responsibilities
    • Help the DA organize district social functions

    COMPLIANCE

    • Establish and maintain required District Office Files in accordance with Compliance Manual
    • Establish Office Business Continuity Plan
    • Establish and maintain Office Business Continuity Kit
    • Assist DA in review of District Check Receipt Log
    • Coordinate and document required annual training of all administrative personnel
    • Assist with licensing and continuing education requirements for advisors
    • Assist DA with compliance review of office files
    • Establish and maintain District log of incoming and delivery of insurance policies in accordance with Compliance guidelines
    • Ensure that DA reviews all incoming client correspondence
    • Monitor all office procedures for compliance with established guidelines

    Required Skills

    Minimum Requirements

    • Excellent organizational, written and verbal communication skills
    • Proficient in MS Office products specifically Word and Excel
    • Ability to handle multiple tasks and thrive in a fast-paced environment
    • Self-motivated
    • High school diploma or equivalent life experience
    • Satisfactory completion of background check, fingerprinting, and required employment documentation
    • Satisfactory completion of screening/hiring tool, if required by District Advisor

    Required Experience

  • Qualifications

    Minimum Requirements

    • Excellent organizational, written and verbal communication skills
    • Proficient in MS Office products specifically Word and Excel
    • Ability to handle multiple tasks and thrive in a fast-paced environment
    • Self-motivated
    • High school diploma or equivalent life experience
    • Satisfactory completion of background check, fingerprinting, and required employment documentation
    • Satisfactory completion of screening/hiring tool, if required by District Advisor