Office and Communications Coordinator, Part Time

Job Description

Job Description

Position Overview: The Office & Communications Coordinator supports day-to-day office operations while helping create a polished and welcoming experience for clients, guests, and employees. This part-time, in-office role provides backup reception coverage, coordinates hospitality support, manages office and branded materials, and assists with marketing and communications initiatives. Working directly with the Brand & Communications Director, this individual helps keep team requests, projects, and processes organized while contributing to a consistent brand experience across the firm.

DUTIES and RESPONSIBILITIES:

• Provide backup coverage for front desk operations and relieve the primary receptionist during breaks, absences, and periods of increased activity, including greeting visitors, answering phones, and assisting with guest arrivals.
• Help ensure conference rooms, reception areas, kitchens, and other client-facing spaces are prepared, organized, and maintained to a polished standard.
• Maintain inventory of branded merchandise, stationery, marketing collateral, and hospitality materials; coordinate ordering, stocking, organization, and distribution.
• Serve as a central point of coordination for incoming marketing and communications requests, maintaining visibility into request status, timelines, and next steps.
• Work directly with the Brand & Communications Director to support departmental priorities, recurring responsibilities, and special projects.
• Maintain project trackers, calendars, workflow tools, and team documentation to support organization, accountability, and timely follow-through.
• Coordinate the collection of information, assets, and approvals needed to move marketing and communications projects through established processes.
• Help maintain and update team procedures, templates, resource libraries, and standard operating procedures to support consistency and efficiency.
• Proofread and review materials for accuracy, clarity, consistency, and adherence to brand standards.
• Represent the firm with a polished and professional demeanor in all communications, interactions, and office settings.
• Other duties as assigned by management.

MINIMUM POSITION REQUIREMENTS:

• Previous experience in hospitality, customer service, administrative support, office coordination, communications, or a related field preferred.
• Professional appearance and polished verbal and written communication skills.
• Strong organizational skills and exceptional attention to detail.
• Ability to maintain confidentiality when handling client, employee, and firm information.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Must consent to and have a favorable consumer report and background check.

OTHER ESSENTIAL CANDIDATE TRAITS:

• Service-oriented with a genuine interest in creating positive experiences for clients, guests, and employees.
• Able to manage multiple requests, priorities, and deadlines simultaneously.
• Proactive and resourceful, with the ability to anticipate needs and follow through on details.
• Comfortable working independently while collaborating closely with the Brand Experience team and other departments.
• Flexible and willing to support a range of office, hospitality, communications, and marketing needs.
• Initiative-taker with a willingness to learn and expand responsibilities.

NO AGENCIES PLEASE

No calls or agencies please. Any Employment Agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become property of Tolleson Wealth Management and that Tolleson Wealth Management will have the right to hire that applicant at its discretion and without any fee owed to the submitting Employment Agency, person or entity. Employment Agencies that have entered into agreements with Tolleson Wealth Management must submit applicants in accordance with the terms of the applicable agreements in order to be eligible for payment of placement fees. 

Tolleson Wealth Management is an Equal Opportunity Employer