Office & Client Services Associate

Job Type

Full-time

Description

The Office and Client Services Associate will work with the Office Services team and Client Services teams to provide support for various functions in-office. This includes client inbound and outbound mail, general email in-boxes, phone coverage, and other duties related to checks and client outreach and communications.

Key Responsibilities

On-Site Office Operations - 70%

• Receive, scan, distribute, and address all incoming and returned mail from state and federal agencies, vendors, and charities, etc.
• Manage outgoing deliveries via USPS and FedEx
• Assist with incoming phone calls and incoming e-mail in support inboxes
• Assist in the daily operations of the office including administrative support, vendor management, and office supply inventory
• Fulfill requests from remote employees for printing and mailing, and supply orders
• Maintain accounts for ordering meals for employees and on-site meetings as needed
• Identify opportunities for process and office management improvements, design and implement new systems
• Provide general office and Client Operations support as needed
  
  

Client Support - 30%

• Work with proprietary software and confidential client information
• Prepare check deposit forms
• Client and charity outreach via phone and email for funding, tax questionnaires, check acknowledgments, verbal verifications, etc.
• Assist with MDR tracking, donor allocations, expense monitoring
• Board book assembly and mailing
  
  

Requirements

• Clear and effective communication, both written and verbal
• Respect for and adherence to client confidentiality
• Computer savvy, including competency with the Microsoft Office application suite (especially Outlook, Excel, and Word)
• Strong organizational skills, attention to detail, commitment to accuracy and excellent work product, employed with maximum efficiency
• Accountability and initiative with regards to executing tasks and coordinating with colleagues
• Proven ability to handle a high volume of work, prioritize issues and tasks, and to display “grace under pressure” and equanimity
• An action-oriented approach to work and desire to take on more, as necessary
• A constructive, can-do attitude, with a focus on achieving positive, successful outcomes, especially in challenging circumstances
• Receptiveness to feedback and critique, demonstrating maturity and self-awareness through a consistent willingness to listen, learn, and ask questions
• Strong client-service orientation and interpersonal skills, including a sense of diplomacy and a desire to be a key contributor to a smoothly running team and department
• A professional presence and demeanor in working with both internal and external constituents
• An ideal candidate will have at least 1-2 years of successful employment in a professional office environment
• General knowledge of administrative tasks/issues pertaining to private foundations a plus
  
  

Work Location: Must be able to report to Fairfield, CT office 5 days per week.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.

Salary Description

$50k