Job Description

Job Description

Job Description

Branch Administrator

External Position Title: Branch Office Administrator (Niles)

Updated: 05/06/2025

Department: Corporate Support

Reports To: Branch Admin. Team Lead / Josh Gregory

Position Mission Statement

Serving KFG by overseeing daily office operations, manage administrative tasks, and support the smooth functioning of the branch office.

Responsibilities and Tasks (All Year)

• Greet clients and act as “host/hostess” to guests in the office (First Impressions Team role)
• Maintain lobby and public spaces of Branch, keeping them stocked and ready for clients
• Coordinate branch office staffing coverage to maintain standard business hours of operations
• Coordinate branch office staffing coverage for Team events, vacations and other out-of-office absences
• Remote check deposit of client fees
• Remote check deposit of client investment contributions
• Receive, document, and process payment of client insurance premiums
• Scan client documents to Zoho Workdrive and return originals to client
• Protect and secure client documents within locked storage at all times
• Back Up for Edwardsburg Wealth CSC role
• Manage mail and other physical correspondence
• Phone Tree Coverage – FIT (Option 0)
• Phone Tree Coverage – Tax
• Phone Tree Coverage – Accounting & Payroll
• Phone Tree Coverage – Life and Health during Open Enrollment Season
• Monitor Incoming Captivated Text Messages & Transfer to Appropriate Team Members
• Monitor Client Center Uploads
• Monitor Incoming Faxage Correspondence & Transfer to Appropriate Team Members
• Prepare Daily Branch Office Schedule of Activities
• Oversee Outgoing Mail & Mail Station
• Make necessary updates to client contact information in Zoho and other software/databases
• Member of KFG Compassion Team
• Maintain office supplies, resources, and hospitality offerings (i.e. beverages, snacks, etc.)
• Notarize client signatures on Estate Planning and related documents
• Support Wealth Management Department with delegated tasks and responsibilities (as needed)
• Support Life & Health Insurance Department with delegated tasks and responsibilities (as needed)
• Support Retirement Plans Department with delegated tasks and responsibilities (as needed)
• Manage KFG Corporate Calendar events in Branch Office staff calendars
• Host Team lunches, special events, and other team-building activities within the branch office
• Order supplies/food and work with planning team for company events, LDR and Team Days
• Schedule facilities maintenance and repairs with proper teams/vendors:
• Snow removal
• Landscaping
• Pest Control
• Other issues, as needed
• Make sure cleaning crew maintains clean and tidy common spaces and facilities (i.e. lobby, kitchen, conference rooms, offices, grounds, etc.) for clients and staff members
• Clean workspaces when team members relocate or leave company

Additional Responsibilities and Tasks (Tax Season)

• Serve as Tax Admin role for Niles Branch Office
• Coordinate branch office staffing coverage to maintain extended business hours of operations
• Maintain Tax Season supplies and resources
• Primary Tax Intake & Organize team member in Niles Branch Office
• Primary Tax Assembly & Delivery team member in Niles Branch Office
• Back Up for Tax Department Phone Tree role
• Back Up for Tax CSC role
• Establishes, maintains and revises branch files and Branch records in collaboration with HR, as needed

Required Skills and Abilities

• Strong leadership and communication skills
• Detail-oriented
• Ability to identify opportunities to create efficiency
• Strong ability to work independently
• Ability to manage multiple priorities, often with deadlines
• Proficient in current and new office technology
• Willingness to learn

Education and Experience

• 2-3 years Office Management experience, preferred
• High school diploma, required. Bachelor’s degree, preferred

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