About Entrust

The Entrust Group is a pioneer in the world of self-direction. For 40 years, we’ve provided account administration services for self-directed retirement accounts and tax-advantaged plans. As a Self-Directed IRA administrator, Entrust assists clients in purchasing alternative investments with their retirement funds that are typically unavailable through banks and brokerage firms. With an Entrust Self-Directed IRA, clients can develop a more resilient and diversified portfolio by investing in assets such as real estate properties, precious metals, start-ups, private equity, loans and more.

Job Summary

The Admin Associate at The Entrust Group is vital to the inner workings of the company. They are often the first person that not only handles communications with clients, but they are also someone employees often turn to for assistance on everything from mail to supplies. One of the missions of The Entrust Group is to provide clients with personal, professional services and the duties of the Back-Office Associate is essential to this mission.

The Back-Office Associate will open and deliver mail, send outgoing mail, answer calls and emails, maintain and keep track of supplies for the office, and handle vital and sensitive documents in a timely manner. You will be a member of the Administrative Team – a department that interacts with all employees throughout the workday – and report to the Administrative Team Manager.

Responsibilities

The duties and responsibilities of the role include, but are not limited to the following:

• Handling incoming mail:
  • Opening, stamping, and delivering mail to the appropriate staff
    • If overnight/tracked mail: logging and delivering incoming mail to the appropriate dept/staff
    • Scanning, naming, and emailing mail to WFH employees/depts
  • Researching, naming, and forwarding mail to the correct clients
  • Assisting staff as needed with logging, creating, and sending outgoing overnight mail and regular USPS mail
  • Stamping and sending outgoing mail
  • Assisting with maintenance as needed or calling for technical assistance
• Answering phone:
  • Taking calls from clients and prospective clients and transferring them to the dept or employee who will best assist them
  • Answering questions over the phone about basic information (contact info, receiving of forms, etc)
  • Listening to voicemails and relaying the message accurately to the necessary staff
• Maintaining the E-Fax Inbox:
  • Naming and sending faxes to the appropriate staff
  • Upkeep of the faxes that have been handled
• Maintaining the break room:
  • Cleaning the coffee machines, counters, and tables
  • Refilling supplies as needed
  • Handle monthly fridge cleans and microwave cleans
  • Ordering snacks for office every couple of weeks
  • In mornings, putting out snacks and drinks for employees
• Executing supply orders:
  • Ordering supplies for the office, usually every couple of weeks
  • Taking special requests and running these requests by manager
  • Finalizing the order in a timely manner with manager, Accounting Dept, and upper management
  • Keeping inventory of common supplies and restocking and reordering them as needed
  • Putting away supplies when they are delivered
  • Forwarding to Accounting Dept all invoices of orders as soon as they are put in
  • Assisting satellite offices and WFH employees with supply orders to their homes and offices
• Assisting manager with maintaining the Admin Team Inbox:
  • Replying to and flagging emails from staff, and occasionally clients, in a timely manner as needed
  • Printing, mailing, and assisting as requested in emails as needed
• Assisting manager with maintaining the vault:
  • Tracking, logging, scanning, and putting away new assets as needed
  • Tracking, logging, and retrieving requested documents, especially time-sensitive requests as needed
  • Assisting with special projects as needed
• Assisting manager with performing large client mailings:
  • Creating, printing, logging, and mailing out letters to clients in a timely manner as needed
  • Titling and placing copies of mailings into our shared drive as needed
• Scanning and recordkeeping of a variety of documents:
  • This may include sending forwarding mail to clients, handling documents with sensitive client information, and/or retrieving documents in a timely manner
• Assisting the admin team with back-up coverage and special duties as needed, including event planning, contacting vendors, or building with appropriate requests, changing client contact info when appropriate, helping walk-in clients, maintaining conference room, meetings assistance, and other special projects from team and upper management

Qualifications

• Experience in office administration, customer service, or related industries preferred
• Excellent communication and business writing skills
• Strong critical thinking, information retention, and problem-solving skills
• Detail-oriented and a self-starter
• Proficient with Microsoft Office and Teams
• Proven ability to handle multiple projects and to prioritize workload
• Flexible and able to adapt to changing working environment, with a positive attitude while working across departments, with clients, and 3rd party vendors
• Deep sense of empathy and ability to communicate across diverse groups while holding to company policies and procedures

Education and Experience

• High school degree and/or Associates degree
• Skills using 8x8 or other soft-phone programs are a plus
• Event planning and supply ordering for 50 or more people
• Experience with Salesforce, working knowledge of assigning tasks and/or leads
• Experience with mail merges
• SendSpace, SendPro, and other Pitney Bowes equipment and platforms
• Bilingual skills are a plus, (particularly Spanish)

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Able to stand and walk for a minimum of 3 hours in an eight-hour workday.
• Hand use: continuous keyboarding, frequent simple grasping, and occasional fine manipulation
• Occasional bending, reaching, and twisting (waist level)