Follow Us


image for Ascensus job detail page
Share this post

Apply Now    

Administrative Coordinator

Location:Encino, CA
Level:Full Time
Category: Client Operations


This role will provide day to day support to the Concierge Services function. This role is a unique opportunity to become part of a team dedicated to providing support to our internal departments as well as assisting our clients during the various stages of their annual plan administration.

Section 2: Job Functions, Essential Duties and Responsibilities

  • Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.
  • Our I-Client service philosophy and our Core Values of People Matter, Quality First and Integrity Always® should be visible in your actions on a day to day basis showing your support of our organizational culture.
  • Process requested client packages and documents timely and accurately.
  • Monitor Retirement Center Support line, assist client and participants with technical issues, including log in problems, uploading/downloading files, etc.
  • Spearhead special projects involving client contact, data maintenance and follow up.
  • Sort, scan and file client documents, both electronic and hard copy, timely and accurately on a daily basis. Organize and maintain client files by ensuring protocols are followed and documents are stored according to procedure.
  • Manage supply inventory of all office supplies to ensure business operations run smoothly without interruption. Stock/maintain printer stations.
  • Manage off-site client files using vendor’s inventory system.
  • Process and track outgoing mail and packages.  Pick up, deliver and log incoming mail and packages.
  • Document new processes and enhance existing procedures as needed.
  • Set up meeting rooms, including moving furniture/equipment as necessary.
  • Assist in maintaining kitchen, including ordering supplies, loading/unloading dishwasher, and ensuring countertops and equipment are tidy.
  • Assist with other tasks and projects as assigned

Section 3:  Experience, Skills, Knowledge Requirements

  • Proficiency MS Office. Strong skills needed in Excel and Word.
  • Strong organizational skills, attention to detail.
  • Excellent written and verbal communication skills;  communicate effectively (clearly, concisely and professionally) with internal and external customers
  • Strong customer service skills.
  • Ability to work well under pressure with multiple priorities.
  • Must be able to sit for long periods (up to 8 hours per day).
  • Must be able to stand for long periods (up to 3 hours per day).
  • Must be able to work on a computer for 8 hours per day (includes looking at monitor and using keyboard and mouse).
  • Must be able to lift and carry up to 35 lbs. for short distances.

Apply Now    

What makes any career at Ascensus so rewarding?

  • Collaborative, idea-sharing environment
  • Professional development
    • In-house training
    • Tuition reimbursement
  • Generous reward programs
  • Paid time off (additional purchase plan)
  • Medical, dental & vision benefits
  • Health savings account (employer contribution up to $1,100)
  • 401(k) & 529 match programs
  • Volunteer/charitable-giving programs
  • Business casual dress
Powered by SmashFly