Client Services | Office Manager

Job Description

At Peak Retirement Planners , our only purpose is to help our clients successfully manage and diversify their wealth and secure their financial futures.

Our success comes from the desire and instinct to approach every client connection with the goal of building long-term relationships founded more on family than business.

Our organization was founded on a set of core values that include collaboration, vision, and trust, and our greatest strength is our team.

As we move into a growth phase, we are building a team of like-minded and driven individuals focusing on the client and the company collective.

In this spirit of teamwork, we are seeking an Office Manager to join the team in our Louisville location. The Office Manager is responsible for providing high-level administrative support to the CEO by serving as the initial point of contact with clients.

The Manager acts as the gatekeeper over the phone and in person when clients & vendors visit the office, handling client service requests, scheduling meetings, preparing reports and documents, and performing office management and general receptionist functions.

This position is ideal for an extrovert, someone who excels at interacting with all personality types. Our Office Manager has a personality that exudes professionalism, confidence, likeability, and trustworthiness, someone who makes a great first impression and can help to create and maintain lifelong client connections.

Please apply today for immediate consideration!

Job Responsibilities

• Greet clients and office visitors upon arrival.
• Answer phone calls and reply to emails, directing inquiries to appropriate parties, or taking messages.
• Perform general office management responsibilities, such as ordering supplies, receiving mail, maintaining records, and occasional personal assistant support to the CEO.
• Manage and maintain client meeting schedules.
• Supervise conference room / client meeting area (Organize, set up, clean up, etc.).
• Data entry, organization, and use of financial and database systems.
• Prepare forms & applications, reports, meeting preparation, meeting wrap-up, follow-up calls and emails, financial statements, among other documents.
• Participate in weekly collaboration planning and wrap-up meetings.
• Assisting with the planning and coordination of marketing materials, the website, newsletters, brochures, and client communication.
• Other duties as assigned.

Successful Candidates Must Have :

• Bachelor’s degree in business administration, finance, economics, or related administrative field preferred.
• Equivalent work experience will be considered in lieu of a degree.
• Previous experience in a customer / client-facing role.
• 3-5 years of experience in an administrative role preferred.
• Experience in the financial services industry preferred.
• Proficiency in Office products (Outlook, Excel, Word, PowerPoint, Adobe Acrobat Pro, etc.).
• Knowledge of industry-specific programs and applications such as Redtail CRM, Client Works, DocuSign, Retire Up, Albridge, preferred.

What We Offer :

• Aggressive compensation and opportunity for growth
• Paid training
• A workplace with fairness and integrity
• Ability and encouragement to learn financial planning
13 days ago