Financial Advisory - Receptionist & Office Coordinator

Receptionist & Office Coordinator

Lead with purpose. Partner with impact. We are looking for a skilled Receptionist & Office Coordinator to undertake a variety of day-to-day office and clerical tasks. You will be an integral part of ensuring that our office operations run smoothly and are successful in supporting other business activities. An excellent office coordinator is, above all, an organized and competent professional with phenomenal communication skills. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed.

What You'll Do:

• Answer and route incoming calls.
• Schedule and confirm client meetings; maintain calendars and CRM records.
• Coordinate conference room reservations for NJ and NYC offices.
• Prepare prospect and meeting materials, including folders and presentation packets.
• Manage client correspondence, including birthday, anniversary, holiday cards, and gift distributions.
• Coordinate seminar logistics, attendee communications, and follow-up appointment scheduling.
• Process and distribute performance reports, client mailings, and labels.
• Greet clients and visitors; provide hospitality and maintain meeting spaces.
• Handle document management, including scanning, filing, faxing, and record maintenance.
• Manage incoming/outgoing mail, FedEx, UPS shipments, and postage supplies.
• Maintain office and kitchen supplies, inventory, and organization.
• Prepare meeting notes and support advisor/client workflow documentation.
• Assist with annual employee and client communications and special projects.
• Perform additional administrative and office support duties as needed.

What You Bring :

• Office administration, reception, or office coordination experience.
• Strong organizational, multitasking, and time-management skills.
• Excellent communication and customer service abilities.
• Proficiency with Microsoft Office and CRM systems.
• High attention to detail and ability to manage confidential information.
• Professional, dependable, and service-oriented mindset.
• Experience in a financial services or professional services environment preferred.

Internal Application Policy:

Internal applicants must be in good standing and have a minimum of 1 year of service with Kestra. Internal applicants must also have a minimum of 1 year service in current role unless approved by EVP.

Benefits to support you:

• Competitive pay and benefits with a large employer (over 1600 employees nationwide)
• 401(k), health insurance, and a competitive benefits package
• Work in a supportive, collaborative environment committed to professional excellence
• Help clients navigate meaningful financial decisions with confidence
• Opportunities for training, development, and long-term growth within the firm
• Tuition reimbursement for qualified expenses

Kestra Values: Our Mission is Powering Financial Independence, enabling the growth and success of investing clients and the advisors who serve them. We do that by living our values: Serve, Make it Happen, and One team.

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