Office Coordinator

Office Coordinator

Southwestern Investment Group

801 Crescent Centre Drive, Suite 600
Franklin, TN 37067

sarah.esposito@swinvestmentgroup.com
615-861-6100
Website

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JOB SUMMARY:

The Office Coordinator will answer incoming calls, greet clients with a professional and pleasant attitude, and update various phone and CRM records for all staff and outside vendors as needed. This position will perform a variety of tasks with limited decision-making responsibility in the day-to-day operations of the office.  The Office Coordinator reports to the Chief Operations Officer and will provide support on projects as time allows.  This position will provide excellent customer service to internal and external customers while demonstrating the company values and supporting the mission.  Southwestern Investment Advisory Services, Inc. is an independent RIA with securities offered through Raymond James Financial Services, Inc. Member FINRA/SIPC.

JOB DUTIES AND RESPONSIBILITIES:     

  • Interact daily on the phone and in person with office staff and vendors
  • Greet clients and establish their meetings with the Financial Advisors
  • Answering phones and direct calls accordingly
  • Maintain conference room calendars for Financial Advisors and clients
  • Maintain and order office supplies
  • Collect and sort mail
  • Process checks and prepare checks for mailing
  • Ensure that office systems are running smoothly and follow up on outstanding issues
  • Operate standard office equipment and use required software applications
  • Regular and timely attendance
  • Perform other duties and responsibilities as assigned

REQUIRED QUALIFICATIONS:

  • High school diploma or equivalent
  • 3 years of administrative experience or college degree in lieu of work experience
  • Proficient in Microsoft Office (Excel, Word, Outlook and Power Point); ability to produce professional documents. Zoom meeting experience a plus.
  • Experience operating standard office equipment
  • Ability to work on multiple projects simultaneously while accomplishing daily tasks
  • Uphold a professional image with external and internal business contacts
  • High standards for integrity, honesty, professionalism, and work ethic
  • Commitment to service excellence
  • Maintains confidentiality discretion
  • Verbal communication skills to communicate ideas and thoughts in a clear, professional manner
  • Effective problem-solving skills to resolve routine issues
  • Organizational skills to prioritize and complete work efficiently
  • Ability to effectively work in collaboration with others to achieve business objectives
  • Willing to grow and be challenged
  • Attends additional training as requested/deemed necessary

 PHYSICAL DEMANDS:

  • Ability to work in a traditional professional office setting or remote equivalent
  • Prolonged periods of sitting at a desk and working on a computer
  • Advanced computer skills and ability to effectively operate computer equipment, software systems and databases
  • Work schedule may vary and is determined by project schedules
  • Ability to efficiently operate all job-related office equipment
  • Ability to communicate via telephone, computer and work in virtual teams
  • Must be able to lift up to 15 pounds at a time
  • Ability to travel using personal vehicle to other office locations as needed

 The specific statements shown in each section of this description are not intended to be all-inclusive.  They represent typical elements and criteria necessary to successfully perform this position.

 Employees must conduct business in accordance with applicable laws, regulations, professional standards and ethical standards and report potential compliance or ethical issues to a manager or the Human Resources Department.

Southwestern Family of Companies affirms our commitment to make reasonable accommodation to known physical or mental limitations of otherwise-qualified individuals with disabilities or special disabled veterans, unless the accommodation would impose an undue hardship on the operation of our business. Please see the Human Resources Department for additional information.

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