Office Coordinator

Job Description

Job Description

Client Relations & Office Coordinator (Part-Time)

Position Summary

The Client Relations & Office Coordinator is responsible for creating a warm, professional, and welcoming environment for clients, prospects, and guests during office hours (9:00 a.m. – 3:00 p.m.). This position serves as the first point of contact for visitors, ensuring every client receives an exceptional experience from arrival through the start of their meeting. The role also maintains the appearance and organization of the office and serves as the primary coordinator for office facilities and vendor-related needs.

Key Responsibilities

Client Experience & Reception

· Serve as the firm's primary point of contact for clients, prospects, and visitors.

· Welcome guests with professionalism and hospitality, notify advisors of arrivals, and ensure clients are comfortably situated before their meetings.

· Maintain a polished, organized reception area and lobby that reflects the firm's professional image.

· Prepare conference rooms prior to meetings, including beverages, refreshments, meeting materials, and technology readiness.

· Reset and tidy meeting rooms following client appointments.

· Assist in maintaining a comfortable, inviting office environment for clients and staff.

Office Organization & Operations

· Keep common areas, conference rooms, kitchen, and reception spaces clean, organized, and fully stocked.

· Monitor and replenish office, kitchen, and hospitality supplies.

· Coordinate incoming and outgoing mail, packages, and deliveries.

· Assist with general office organization and daily operational needs to ensure the office runs smoothly.

· Support other areas of the firm when requested.

Facilities & Vendor Coordination

· Serve as the primary contact for office facilities issues, coordinating with the landlord, building management, and service providers as needed.

· Coordinate maintenance requests and repairs for office equipment and facilities.

· Oversee vendors supporting office operations, including cleaning services, shredding services, office equipment maintenance, and other facility-related providers.

· Monitor office equipment such as printers, copiers, and coffee equipment, arranging service when needed.

· Ensure the office remains safe, functional, and well-maintained for both clients and employees.

Required Skills & Qualifications

· Outstanding interpersonal and customer service skills.

· Professional appearance and demeanor appropriate for a client-facing financial services office.

· Experience in a professional office or reception environment preferred.

· Strong organizational skills and attention to detail.

· Ability to work independently and take initiative.

· Dependable, punctual, and service-oriented.

· Ability to manage multiple priorities while maintaining a welcoming and professional environment.

· Positive attitude with a collaborative approach to supporting the team.

Schedule

Part-Time: Monday through Friday, 9:00 a.m. – 3:00 p.m.

Firm Core Values & Cultural Expectations

All team members are expected to consistently demonstrate and uphold the firm's core values in every interaction with clients, colleagues, and strategic partners.

· Unwavering Dedication

· Do the Right Thing

· Collaboration

· Positive Energy

The Client Relations & Office Coordinator plays an important role in representing these values through exceptional client service and maintaining a professional office environment.