Trust Fund Administrative Associate – Client Services

Southwest Service Administrators Inc; Phoenix (AZ); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Short-Term Disability

401K Plan with company match

Long Term Disability & Life/AD&D

Annual pay raises

Job summary

Southwest Service Administrators Inc. seeks an Administrative Assistant to support the Client Services Team and Account Manager(s) ensuring trust funds are serviced with excellence.

You will coordinate with vendors and fund professionals to organize and prepare Board of Trustee meetings regularly. You will provide high quality customer service to client trustees, vendors, and other service providers, act as primary daily contact for delivery of services, and assist with accounts payable, meeting

Qualifications

• Administrative experience in a Third-Party Administrative firm (or similar industry) preferred.
• 1-3 years’ experience in an office environment.
• Solid expertise in MS Excel & MS Word (i.e. pivot tables and lookup functions).
• Exceptional attention to detail.
• Professional, client-focused approach to colleagues and assignments.
• Strong oral and written communication skills.
• Ability to work independently in a fast paced, deadline driven work environment.
• Ability to seek out experiences that may change perspective or provide an opportunity to learn new things.
• Strong dedication to follow-through on all tasks and assignments.
• Ability to sit for long periods of time operating a computer keyboard.
• Ability to organize, set priorities, work independently and complete multiple projects within established deadlines.
• A collaborative and supportive approach to problem solving.
• Professional appearance, attitude, and excellent work ethic.
• Bilingual preferred, but not required (English/Spanish).

Responsibilities

• Provide high quality customer service to client trustees, vendors and other service providers in an efficient prompt and professional manner.
• Respond to and resolve any complex issues.
• Serve as primary, daily contact to clients on delivery of services.
• Raise issues as appropriate to Department Manager.
• Learn and use professional excellence tools and concepts to ensure efficient and quality output/service delivery.
• Attend board meetings, take notes, prepare minutes/action summaries as directed.
• Maintain Accounts Payable Logs for client vendors as aid to review, reconcile and approve client invoices for payment.
• Process Trustee expense reports.
• Coordinate mailing projects for Pension and Health and Welfare funds.
• Verify mailing lists to confirm data using claims system and other software applications.
• Identify trust documents eligible for scanning and document appropriate folders accordingly.
• Maintain client links and cosmetic adjustments to the client websites by providing updated forms and other plan documents.
• Conversion of documents and meeting materials to PDF formats using Adobe Pro software.
• Process or assist in compiling reports in an effective and timely manner.
• Maintain meeting coordination activities, trust documents and website/portal.
• Support efforts regarding daily administrative tasks; client interactions via mail, email inquiries and faxes.
• File management: Code correspondence and documents for filing, identify file purging needs, and file lists maintenance and Records Retention Management for Health & Welfare& Pension funds.
• Maintain client printing supplies using inventory records to avoid shortages.
• Ensure that documents are properly coded and up-to-date.
• Maintenance of Client contact lists.
• Assist with company promotional items.
• Participate in company and client activities (trust meetings, special call meetings, etc.) as needed.
• Teamwork: Work cooperatively with other team members.
• Actively participate in team meetings and training activities.
• Perform additional responsibilities and projects as periodically assigned.

Skills

MS Excel

MS Word

Pivot Tables

Lookup Functions

Communication Skills

Attention to Detail

Independent Work

Bilingual English/Spanish

Education

High School Diploma/GED

Job description

Southwest Service Administrators Inc. seeks an Administrative Assistant to support the Client Services Team and Account Manager(s) ensuring trust funds are serviced with excellence.

You will coordinate with vendors and fund professionals to organize and prepare Board of Trustee meetings regularly. You will provide high quality customer service to client trustees, vendors, and other service providers, act as primary daily contact for delivery of services, and assist with accounts payable, meeting