Office Services Associate

Cetera Financial Group Inc; Edina (MN); On-site; USD 42,000 - 60,000; Full time

Job summary

Cetera Financial Group Inc. is seeking an Office Services Associate to be the first impression for visitors and clients while keeping the office running efficiently.

You will manage events, mail, and conference rooms, and support Wealth Management documentation. The role requires strong communication, organization, and multitasking skills, with a focus on customer service and collaboration across Cetera teams and vendors.

Qualifications

• High school diploma or equivalent.
• 1+ years in administrative/office support or 2+ years in customer service.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency in Microsoft Office Suite and basic office equipment.
• Ability to multitask and prioritize in a fast-paced environment.
• Professional demeanor and customer service orientation.
• Attention to detail and problem-solving skills.
• Ability to work independently and collaboratively.
• Experience coordinating meetings, events, and managing office supplies and vendors.
• Familiarity with budgeting and invoice tracking is a plus.

Responsibilities

• Answer incoming phone calls professionally and direct inquiries appropriately.
• Create a welcoming environment for clients and team members; treat every touchpoint as an opportunity to exceed expectations.
• Manage all office events and meetings, including assigning and preparing conference rooms, ordering lunches, and planning/executing team member events.
• Prepare outgoing and overnight mail; collect and distribute incoming mail.
• Prepare and deliver Wealth Management Review documentation.
• Ensure all office areas are operational, clean, organized, and ready for guests and team member use at all times.
• Act as liaison for Property Management firm; schedule onsite maintenance and proactively identify/report areas of concern.
• Collaborate with internal Cetera teams; Office Services, etc.
• Mange vendor relationships and contract/invoices
• Schedule office equipment maintenance or replacement as needed
• Plan and coordinate team member and client gifts and swag
• Manage all office and kitchen inventory, including invoice and budget tracking

Skills

Verbal communication

Written communication

Organization

Time management

Customer service

Attention to detail

Multitasking

Team collaboration

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Office equipment

Job description

The Office Services Associate is the first impression for all visitors, prospects, clients and team members. They play an important role in creating a welcoming environment and keeping the office running efficiently.

Responsibilities

• Answer incoming phone calls professionally and direct inquiries appropriately
• Create a welcoming environment for clients and team members; treat every touchpoint as an opportunity to exceed expectations
• Manage all office events and meetings, including assigning and preparing conference rooms, ordering lunches, and planning/executing team member events
• Prepare outgoing and overnight mail; collect and distribute incoming mail
• Prepare and deliver Wealth Management Review documentation
• Ensure all office areas are operational, clean, organized, and ready for guests and team member use at all times
• Act as liaison for Property Management firm; schedule onsite maintenance and proactively identify/report areas of concern
• Collaborate with internal Cetera teams; Office Services, etc.
• Mange vendor relationships and contract/invoices
• Schedule office equipment maintenance or replacement as needed
• Plan and coordinate team member and client gifts and swag

• Manage all office and kitchen inventory, including invoice and budget tracking

Required Qualifications

• High school diploma or equivalent
• 1+ years of experience in an administrative, office support role or 2+ years in a customer service role
• Excellent verbal and written communication skills
• Strong organizational and time management abilities
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and basic office equipment
• Ability to multitask and prioritize in a fast-paced environment
• Professional demeanor and customer service orientation
• Attention to detail and problem-solving skills
• Ability to work independently and collaboratively with cross-functional teams
• Experience coordinating meetings, events, and managing office supplies and vendors

• Familiarity with budgeting and invoice tracking is a plus

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