Front Office Administrator - Burton Enright Welch

Firm Overview: Founded in 1989, Burton Enright Welch (B|E|W) is an independent, fee-only financial planning and investment management firm in Walnut Creek, CA with over $1 billion in assets under management.

Position Summary: BEW seeks an Office Administrator who is eager to learn, intellectually curious, and will succeed in a culture that promotes collaboration, initiative, and professional growth.  The Front Office Administrator will work with the Client Services and Advisory Teams to ensure a consistent and outstanding client experience.

The Front Office Administrator’s main duties include general office administration and maintenance, phone support, meeting scheduling, and office reception. The Administrator represents the firm to the public and makes excellent first impressions with current and prospective clients. This role requires attention to detail, multi-tasking, the ability to work quickly and efficiently and mindful of the firm’s budget set for office expenses. The Administrator should think outside the box, take initiative, and readily adapt in a fast paced and ever-changing environment. 

Key Responsibilities:
•    General office administration and maintenance of communal areas and onsite storage
•    Manage BEW’s main phone line by handling or re-directing all incoming calls.
•    Schedule all appointments for client in-person meetings, zoom meetings and conference calls. Help implement scheduling tool to streamline scheduling process.
•    Coordinate internal staff meetings.
•    Handle all incoming and outgoing mail (i.e., Quarterly Performance Reports & Form ADV Offer), staff in-boxes, and office deliveries.
•    Run monthly Client Birthday Report and submit excel spreadsheet for cookie delivery from Cheryl’s Cookies. 
•    Greet office guests, offer beverages, and create a welcoming environment for prospective clients and current clients.
•    Order and manage kitchen supplies and office supplies
•    Keep all common areas stocked and well organized.
•    Work with Building Management regarding office needs, building parking and fire safety floor warden.
•    Maintain our office suite’s entry door magnetic keys for security.
•    Accounts payable invoice scanning and maintenance of electronic files consistent with BEW policies and procedures.
•    Log client calls and scheduled client meetings in CRM 
•    Ongoing improvement of tasks for efficiency; update BEW’s Front Office Administration manual. 

Qualifications:
•    A college degree preferred or related office management experience
•    Experience working with CRM, RingCentral phone system, and Calendly a plus
•    Proficient in Microsoft Office Suite required
•    Notary Public certification a plus.

Skills and Knowledge:
•    Strong work ethics and positive attitude
•    Proactive and effective in prioritizing tasks and managing projects
•    Strong time management and organizational skills
•    Strong interpersonal skills (integrity, humility, respect, empathy)
•    Excellent communication skills (verbal, written, and listening)
•    Ability to handle stress in an ever-changing environment
•    Ability to anticipate issues and comfortably seek resolution through escalation
•    Willingness to be trained and to cross-train another a must
•    Willingness to obtain Notary Public certification

Compensation & Benefits:
•    Competitive salary based on experience
•    Comprehensive benefits package (medical, dental, vision, life and disability insurance, etc.)
•    401(k) retirement plan, including generous company-funded contributions
•    Company-paid parking

How to Apply: Interested candidates should submit a resume detailing their qualifications and interest in the Front Office Administrator role.