Office Administrator

We are an independent Registered Investment Advisory (RIA) firm managing over $200 million in assets for individuals, families, business owners, and retirees throughout Southeast Texas and beyond. Our mission is simple: provide exceptional financial guidance while delivering a first-class client experience built on trust, responsiveness, and genuine relationships. As a close-knit team, every person plays an important role in our success. We are looking for someone who enjoys helping others, thrives in a professional environment, and takes pride in creating an organized, welcoming office. Position Summary The Client Service & Office Administrator is the first point of contact for our clients and visitors and plays a vital role in ensuring the office operates efficiently each day. This position combines exceptional customer service with strong organizational and administrative skills. The ideal candidate enjoys interacting with people, anticipates needs before they arise, and takes ownership of creating a polished, professional environment. What You'll Do Client Experience Welcome clients and guests with professionalism and warmth Answer incoming phone calls and direct them appropriately Schedule appointments and maintain advisor calendars Prepare conference rooms before meetings Offer refreshments and ensure clients feel comfortable Send appointment confirmations and reminders Coordinate birthday cards, sympathy cards, and client gifts Assist with client appreciation events and seminars Administrative & Office Management Open and prepare the office each morning Process incoming and outgoing mail Scan, organize, and file client documents Maintain electronic and physical filing systems Order office supplies and monitor inventory Coordinate office vendors and service providers Keep reception and conference areas clean and presentable Assist with travel arrangements and meeting logistics Manage office equipment and troubleshoot minor issues Help with organization of business receipts and files Client Service Support Working alongside advisors and operations staff, you may: Prepare client paperwork for review Send documents through DocuSign Track outstanding paperwork Update client information within our CRM Upload and organize client documents Assist with new account onboarding packets Coordinate follow-up on client requests Team Support Assist advisors before client meetings Prepare meeting folders and materials Help coordinate internal meetings Support marketing mailings Assist with special projects Help improve office processes and efficiencies Who We're Looking For Required Qualifications 2+ years of administrative or office experience Self Starter and motivated Excellent communication and interpersonal skills Exceptional attention to detail Strong organizational and time management skills Ability to manage multiple priorities simultaneously Professional appearance and demeanor Proficiency with Microsoft Office - Email, Excel, & SharePoint Ability to handle confidential information with discretion Preferred Qualifications Experience in financial services, banking, legal, or accounting Familiarity with CRM software Experience using DocuSign Experience supporting executives or advisors The Right Person Is... Someone who naturally: Notices details others miss Loves organizing and improving systems Enjoys making people feel welcome Takes initiative without being asked Handles confidential information with integrity Works well independently Communicates professionally Thrives in a team environment Success in This Role Looks Like After six months: Clients know you by name. Advisors spend less time on administrative tasks. The office runs smoothly without constant oversight. Paperwork is organized and completed on time. Visitors consistently comment on the professionalism of the office. Team members rely on you to keep operations moving. Paid vacation and holidays Health insurance Family-oriented workplace Stable, growing independent advisory firm #J-18808-Ljbffr