Office Coordinator

Job Description

Job Description

We are looking for an Office Coordinator to support daily administrative operations for a financial services office. This position plays a central role in creating a welcoming front-office experience, guiding incoming client inquiries, and keeping records and office materials organized. The ideal candidate brings strong communication skills, sound judgment, and a dependable, service-oriented approach to both visitors and internal team support.

Responsibilities:

• Welcome clients and guests upon arrival, direct them to the appropriate meeting space, and provide refreshments to create a welcoming and comfortable office experience.

• Respond to incoming phone calls and other initial inquiries from current and prospective clients, gathering key details to understand the purpose of each contact.

• Ask thoughtful follow-up questions to clarify client needs, including referrals who may be unsure which service is most appropriate for their situation.

• Connect each inquiry with the appropriate team member to ensure timely and accurate follow-up.

• Sort, review, and distribute incoming mail while maintaining organized physical records and correspondence.

• Scan and upload documents into the correct electronic client files and keep paper files accurate and up to date.

• Maintain invoice filing and support day-to-day document organization across the office.

• Assist with light office administration, including monitoring supply levels, ordering materials, and keeping shared spaces stocked with coffee and snacks.

• Learn and use browser-based front office and case management tools as part of daily administrative support.

Benefits:

• 20 days PTO, increasing to 22 after 3 years and 25 after 5 years

• 401(k) with 6% match

• Medical, 75% paid by company for employee, 25% paid by company for dependants

• Dental and vision, 100% paid for by company

• Standard paid holidays

• Demonstrated experience in administrative support, front desk coordination, or a similar office-based role.
• Strong verbal and written communication skills with a detail-oriented and welcoming approach.
• Ability to listen carefully, assess needs, and ask effective questions to guide callers appropriately.
• Sound judgment and critical thinking skills, with the ability to identify helpful next steps from limited information.
• High level of organization and accuracy when handling both physical files and electronic records.
• Proficiency with Microsoft Office and confidence working with web-based office systems.
• Positive attitude, dependable work style, and ability to contribute constructively to a small team environment.