Office Management Associate

Beacon Pointe; Fort Lauderdale (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

Beacon Pointe Advisors in Fort Lauderdale, FL is seeking an Office Management Associate to support daily operations and office administration. The role involves coordinating client meetings, managing communications, and assisting partners with travel and events.

You will handle front desk tasks, CRM data entry, reporting, and collaboration with marketing/compliance to keep materials current. A four-year degree and strong organizational skills are required to thrive in our fast-paced,

Qualifications

• Four-year college degree or equivalent experience required.
• Excellent interpersonal and verbal/written skills.
• Strong commitment to detail with excellent organization and prioritization skills.
• Proven ability to work in a fast-paced environment, evolving work environment and able to multi-task.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Office 365, etc.)

Responsibilities

• Answering incoming calls and directing them as needed; ownership of voice mailbox and messages.
• Scheduling/confirming all Client Meetings.
• Preparing for client meetings by setting up rooms and catering to requests.
• Handling mail, faxes, and office equipment; daily package drop-off as needed.
• Administrative tasks as directed by partners; travel arrangements and meeting coordination.
• Ordering food/beverages for meetings and occasional pickup/delivery.
• Maintaining office supplies and keeping common areas tidy.
• Communicating with building management about work orders and access.
• Updating client information in CRM and generating reports.
• Delivering client/prospect communications and BP-wide emails.
• Coordinating and owning events such as holidays and client activities.
• Serving as local office marketing point person and coordinating with HQ marketing/compliance.
• Assisting with general administrative duties and firm initiatives.

Skills

Interpersonal skills

Verbal/written communication

Detail orientation

Organization & prioritization

Multi-tasking

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Job description

Job Description

We are currently seeking qualified candidates to join Beacon Pointe Advisors as an Office Management Associate in our Fort Lauderdale, FL office. The ideal candidate will be responsible for assisting in all aspects of the firm’s daily operations in addition to handling general office management duties. This candidate will join a highly talented team of wealth management and client service professionals that serve sophisticated, high net worth individuals and institutions. The team is responsible for providing a select group of clients with comprehensive wealth management services to include customized investment management and wealth planning services to help our clients achieve their financial goals.

Responsibilities

• Answering incoming calls and appropriately directing them as needed; ownership of day/ evening voice mailbox and outgoing voice mail messages
• Scheduling/confirming all Client Meetings
• Helping prepare for client meetings by preparing the meeting rooms and any special request.
• Handling of incoming mail, faxes and maintenance of office equipment and business services; daily overnight package drop off as needed
• Administrative tasks as directed by partners of the firm; this may include travel arrangements, setting and coordinating of meeting requests and other business critical needs
• Ordering of food and beverage for meetings and at times picking up/ delivering
• Maintaining office supplies and reordering as needed, keeping kitchen and common areas tidy
• Correspondence with building management regarding work order requests, or suite, building and parking concerns
• Input and updating of client information into various internal systems including CRM (Salesforce); creating and generating reports
• Delivering client/ prospect communications
  • Ownership of BP bulk email correspondence and Client Birthday Cards
• Event coordination and ownership
  • Holiday parties, work related happy hours, client events, team building activities, WAI events, etc.
• Serve as local office marketing point person
  • Attend/ participate in conference calls
  • Collaborate with HQ marketing and compliance to ensure all marketing materials are up to date and compliant
  • Communicate changes and important info to advisors and staff
  • Ownership of ordering and maintaining office supplies through StorFront (online portal for all BP branded specific products)
• Assisting with other general administrative and office management duties as needed
• Additional duties may entail participation in team projects and assisting with initiatives designed to streamline firm policies and procedures

Qualifications

• Four-year college degree or equivalent experience required
• Excellent interpersonal and verbal/written skills
• Strong commitment to detail with excellent organization and prioritization skills
• Proven ability to work in a fast-paced environment, evolving work environment and able to multi-task
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Office 365, etc.)

About Beacon Pointe Advisors

Beacon Pointe Advisors is one of the nation’s largest Registered Investment Advisor firms with headquarters in Southern California and affiliate offices nationwide. Beacon Pointe provides advisory services to a range of clients, including institutions (i.e., endowments, foundations), high-net-worth individuals, and families. Beacon Pointe has been recognized by various industry publications including Forbes, Financial Advisor Magazine, Barron’s, and more. For more information, please visit Awards Disclosures.