We are looking for an Office Coordinator to support daily administrative operations for a financial services office. This position plays a central role in creating a welcoming front-office experience, guiding incoming client inquiries, and keeping records and office materials organized. The ideal candidate brings strong communication skills, sound judgment, and a dependable, service-oriented approach to both visitors and internal team support.
Responsibilities:
- Welcome clients and guests upon arrival, direct them to the appropriate meeting space, and provide refreshments to create a welcoming and comfortable office experience.
- Respond to incoming phone calls and other initial inquiries from current and prospective clients, gathering key details to understand the purpose of each contact.
- Ask thoughtful follow-up questions to clarify client needs, including referrals who may be unsure which service is most appropriate for their situation.
- Connect each inquiry with the appropriate team member to ensure timely and accurate follow-up.
- Sort, review, and distribute incoming mail while maintaining organized physical records and correspondence.
- Scan and upload documents into the correct electronic client files and keep paper files accurate and up to date.
- Maintain invoice filing and support day-to-day document organization across the office.
- Assist with light office administration, including monitoring supply levels, ordering materials, and keeping shared spaces stocked with coffee and snacks.
- Learn and use browser-based front office and case management tools as part of daily administrative support.
Benefits:
- 20 days PTO, increasing to 22 after 3 years and 25 after 5 years
- 401(k) with 6% match
- Medical, 75% paid by company for employee, 25% paid by company for dependants
- Dental and vision, 100% paid for by company
- Standard paid holidays
- Demonstrated experience in administrative support, front desk coordination, or a similar office-based role.
- Strong verbal and written communication skills with a detail-oriented and welcoming approach.
- Ability to listen carefully, assess needs, and ask effective questions to guide callers appropriately.
- Sound judgment and critical thinking skills, with the ability to identify helpful next steps from limited information.
- High level of organization and accuracy when handling both physical files and electronic records.
- Proficiency with Microsoft Office and confidence working with web-based office systems.
- Positive attitude, dependable work style, and ability to contribute constructively to a small team environment.