We're looking for a proactive and experienced Office Administrator to join our team at Adastra Financial Services in New Plymouth, Taranaki. This full-time role is essential in ensuring our office operates smoothly and efficiently. You'll oversee key tasks like maintaining our CRM system, onboarding new clients, and serving as the first point of contact to assist clients with their inquiries.Stepping into this position as a replacement for a recently retired team member, you'll play a crucial role in supporting our Financial Advisers, particularly in the areas of health and life insurance services. You'll also work closely with our Practice Manager, who focuses more on the investment side of the business while contributing to administrative operations.Your friendly, organised, and can-do attitude will make you an invaluable part of our team, ensuring clients and colleagues always receive the best support and service.What you'll be doingAdministration and ComplianceOversee the day-to-day administrative operations of the office, including reception management, client follow-ups, data entry, and file preparation and management.Maintain accurate client records in the CRM system and ensure compliance with regulatory standards.Ensure internal policies and procedures are followed and updated as required.Manage office supplies, liaise with vendors, and ensure the office environment is tidy and functional.Client Relationship ManagementAct as the primary point of contact for clients, managing inquiries professionally across phone, email, and in-person interactions.Coordinate and schedule client reviews and meetings with financial advisers while maintaining regular, proactive client engagement.Manage client files, including preparing and gathering information, and following up on outstanding tasks with clients and service providers.Marketing & Social Media ManagementCollaborate with suppliers to develop and execute marketing campaigns using CRM tools, email, social media, and e-newsletters.Business Improvement & Change ManagementSupport the achievement of team goals and effectively managing provider relationships.Identify opportunities for operational efficiencies and process improvements.Assist in identifying and implementing systems to enhance client experience and encourage client engagement.What we're looking forExperience: Proven experience in office administration, preferably within the financial services or insurance industry.Communication: Strong verbal and written communication skills with the ability to engage professionally with clients and team members.Organisation: Exceptional time-management skills with the ability to multitask and prioritise effectively.Tech-savvy: Proficient in Microsoft Office Suite, with a familiarity of CRM systems such as Xplan and SharePoint being highly advantageous.Attention to Detail: A high level of accuracy, particularly when handling sensitive and confidential information.Problem-Solver: Demonstrates initiative with a proactive approach to identifying and resolving challenges.Honest, reliable, and solutions-focused with a "can-do" attitude.What we offerA supportive, friendly team and rewarding work environment.Opportunities for professional development and training.Competitive salary, car parking, and flexibility of working hours.Flexible start date early 2025.About usAdAstra Financial Services is a growing, dynamic, client-focused business looking for an energetic, fun & proficient administrator.As a business, we are committed to delivering excellent client outcomes with great service to match. We assist hundreds of local clients with their health & life insurances, KiwiSaver and other investment needs. As an employer, we value our staff and strive to create a positive, collaborative work culture that encourages personal and professional growth.If you are excited by this opportunity and believe you have the skills and experience to excel as our Office Administrator, we encourage you to apply now with your resume and covering letter outlining your suitability for the role through the seek portal.
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