Job Description

Reporting directly to the Managing Director, the Branch Office Administrator (BOA) assists the field management team with daily operations to reach branch goals. The BOA will perform a broad range of administrative processes and activities related to two core areas: Administrative Support & Compliance, and Recruiting, as well as respond to shifting needs and priorities of the branch as advised by the Managing Director. This position is onsite in the Miami area office located in Kendall, FL.

What You Will Be Doing:

Administrative Support & Business Processing

• Provides friendly and approachable services to visitors, employees, agents and customers. Answers phone calls and directs customers to licensed agents, as needed
• Responds to general customer questions, complaints, and service-related questions
• Distributes branch office mail and prepares outgoing mail; monitors general email box and routes accordingly
• Processes and scans applications
• Provides pending business support and follow through (gathering records, applications completion, & missing items)
• Creates/Exports reports from various systems for management
• Processes expenses and reimbursements
• Ensures office equipment is in working order
• Ensures sales supplies are stocked and current
• Coordinates off-site meetings and venues, as well as related logistics
• General office duties: ordering supplies, billing, faxing, filling, & data entry
• May perform additional duties as assigned

Compliance

• Provides administrative support and tracking for all branch office and compliance training sessions
• Assists the Managing Director with completing compliance audit requests
• Provides reporting to management on sales training completion
• Ensures branch office follows proper procedures and protocols
• Prepares branch for compliance audits

Social Media & Recruitment

• Manage social media to consistently promote local office and influence recruitment efforts (Instagram, TikTok, Facebook, etc.)
• Create engaging and shareable content, including images, videos, and infographics
• Stay up-to-date on the latest social media trends and best practices
• Recruit and manage candidates through various platforms (LinkedIn, Indeed, Avature, etc.)
• Call candidates to schedule them for interviews
• Provide weekly follow-up to check on agent exam/licensing progress
• Update recruiting reports on an ongoing basis

What We Are Looking For:

• 2-4 years of work experience in a fast pace, customer facing, multiline phone, administrative role
• System knowledge: application processing systems, account expense reporting, direct bill expense reporting, material ordering
• Demonstrated experience in researching, analyzing and summarizing information
• Strong written and oral communication skills
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Responsive to shifting needs and priorities
• Strong communication skills
• Strong attention to detail
• High School Diploma, GED, or equivalent; some college preferred

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