Administrative & Client Coordinator

Administrative & Client Coordinator

As the Administrative & Client Service Coordinator, you will serve as the first point of contact for our clients and guests, ensuring that every interaction leaves a lasting, positive impression. In this role, you'll manage the front office, oversee administrative duties, and provide key support to our client service team. This is an excellent opportunity for someone who is highly organized, proactive, and values fostering strong relationships with clients and team members alike.

Administrative & Client Coordinator Key Responsibilities:

Reception & Office Administration:

Greet and warmly welcome clients, visitors, and guests upon arrival.

Answer and route incoming phone calls promptly and courteously.

Schedule, confirm, and coordinate client and internal appointments; manage the office calendar.

Maintain a clean, professional, and organized front office environment.

Handle mail, packages, and office supplies, ensuring seamless day-to-day operations.

Prepare meeting spaces and refreshments to create a welcoming environment.

Support team members with general administrative tasks (filing, scanning, data entry, etc.).

Client Service Support:

Assist with onboarding new clients, including preparing welcome packets and coordinating necessary paperwork.

Maintain accurate and up-to-date client records in the firm's CRM system (Salesforce).

Help facilitate account-related tasks, such as processing beneficiary updates or wire transfer documentation.

Prepare client-facing materials, reports, and correspondence ahead of advisor meetings.

Follow up with clients on pending requests, ensuring timely resolution and excellent customer experience.

Maintain compliance and confidentiality standards in all client interactions.

If you are interested in this Administrative & Client Coordinator position, please apply today!

Requirements:

Qualifications:

High school diploma or equivalent (required).

5+ years of experience in a receptionist or customer service role, ideally in an office setting.

Strong written and verbal communication skills.

Professional demeanor with the ability to interact confidently with high-net-worth clients.

Exceptional punctuality and reliability.

Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and willingness to learn new technology.

Demonstrated ability to multitask, prioritize, and organize in a fast-paced environment.

Strong attention to detail and the ability to maintain confidentiality at all times.

Preferred Skills:

Previous experience working in a wealth management or financial services firm.

Familiarity with Salesforce or other CRM platforms.

Knowledge of standard office equipment (e.g., phone systems, copiers, and fax machines).