Office Coordinator I

At Northwestern Mutual - NC, we believe relationships are built through exceptional service and meaningful experiences. The Office Coordinator I plays a critical role in creating a welcoming, professional, and efficient environment for clients, financial advisors, staff, and visitors.

As the first point of contact for the office, this role is responsible for managing front desk operations, supporting day-to-day office functions, coordinating facility needs, and providing administrative support across multiple departments. The ideal candidate is service-driven, highly organized, adaptable, and enjoys helping others succeed in a collaborative workplace.

This position is ideal for someone who takes pride in creating positive experiences, thrives in a fast-paced environment, and enjoys being a trusted resource for both clients and team members.

KEY RESPONSBILITIES

Front Desk & Client Experience

• Serve as the primary point of contact for clients, visitors, financial advisors, and staff, ensuring every interaction reflects a professional and welcoming experience.
• Maintain consistent front desk coverage during business hours.
• Welcome guests, coordinate visitor check-in procedures, and direct visitors to the appropriate team members or meeting locations.
• Answer, screen, and route incoming telephone calls with professionalism and courtesy.
• Receive and distribute deliveries, packages, checks, and incoming correspondence.
• Open, sort, and distribute pouch mail and other office communications in a timely manner.
• Ensure conference rooms are prepared and presentable for meetings and events.
• Maintain reception, conference rooms, kitchen areas, and common spaces to support a professional office environment.
• Provide general administrative support including scanning, copying, filing, document preparation, and data entry.
• Assist with special projects and other duties as assigned.

Office Operations & Administrative Support

• Monitor office supply inventory and coordinate ordering and replenishment as needed.
• Maintain office directories, emergency contact information, office maps, and assigned distribution lists.
• Manage office keycards and building access processes.
• Coordinate office-related communications with vendors, building management, and service providers.
• Serve as a resource for financial advisors, staff, and visitors regarding office procedures and workplace needs.
• Support onboarding and office readiness activities for new team members.
• Assist in maintaining efficient administrative processes that support overall office operations.

Facilities & Workplace Management

• Conduct regular inspections of office facilities and identify maintenance, repair, safety, or improvement needs.
• Coordinate with vendors and maintenance providers to address facility concerns.
• Support office safety, security, and emergency preparedness procedures.
• Coordinate the purchase, maintenance, and replacement of office equipment, furniture, and workplace supplies.
• Ensure office spaces remain clean, organized, functional, and welcoming.
• Oversee preventative maintenance schedules and cleaning services.

Operational Support

• Provide administrative and operational support to departments including Marketing, Planning, Client Relationship Center (CRC), Technology, and other teams as needed.
• Assist with assigned reporting responsibilities, including printer, postage, and operational reporting.
• Support accounting-related administrative tasks and annual business initiatives.
• Assist with year-end projects, including 1099 preparation support when needed.
• Collaborate across departments to support office and business objectives.

QUALIFICATIONS

Education & Experience

• Bachelor's degree preferred.
• One to three years of experience in an administrative, receptionist, office coordinator, office manager, customer service, or similar support role.
• Experience with multi-line telephone systems preferred.
• Proficiency with Microsoft Office applications and standard office technology.

Skills & Competencies

• Exceptional customer service and relationship-building skills.
• Strong verbal and written communication abilities.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities while maintaining accuracy and professionalism.
• Strong critical thinking and problem-solving abilities.
• Professional presence and sound judgment.
• Ability to work independently and collaboratively across teams.
• Adaptability and flexibility in a dynamic environment.
• Commitment to delivering outstanding service and support to clients and colleagues.

SUCCESS FACTORS

Successful candidates are dependable, organized, service-oriented, and proactive. They take pride in creating a positive first impression, maintaining a professional workplace, and supporting the success of advisors and team members. They are adaptable, detail-oriented, and committed to delivering an exceptional experience for everyone who interacts with the office.

WHY NORTHWESTERN MUTUAL?

For more than 165 years, Northwestern Mutual has helped clients build financial security and achieve their goals through holistic financial planning and trusted relationships. Our success is built on a strong culture of integrity, collaboration, and commitment to helping people live their best lives.

As an Office Coordinator, you'll play an important role in supporting a team dedicated to making a meaningful impact on the lives of clients and their families. You'll join a professional, collaborative workplace that values growth, teamwork, and service excellence while providing opportunities to develop your skills and contribute to a thriving organization.

Salary Range: $45,000 - $50,000 annually