Office Coordinator

Office Coordinator

Lee, Nolan & Koroghlian LLC, a MassMutual Company

Position Summary

Lee, Nolan & Koroghlian LLC is seeking a highly organized, professional, and customer-focused Office Coordinator to support daily office operations and provide exceptional service to clients, visitors, and team members. This role serves as the first point of contact for the firm and plays a key role in maintaining an efficient, welcoming, and professional office environment.

Job Type: Full-Time

Location: Hiring for 2 locations – Saddle Brook, NJ and Garden City, Long Island, NY

Reports To: Chief of Staff/COO

About Us :

Lee, Nolan & Koroghlian, LLC is one of the largest and most advanced insurance and investment firms in the tri-state area. Founded in 1991, our firm takes great pride in helping people make solid financial decisions that are rooted in industry knowledge and expertise. Boasting over 120 associates, many of whom hold professional designations and advanced educational degrees, Lee, Nolan & Koroghlian, LLC serves more than 60,000 clients between our six office locations throughout New Jersey and New York. We take great pride in assisting professionals, executives, business owners, and affluent families, in protecting their current income and preserving their preferred lifestyle.

The Office Coordinator plays a crucial role in providing exceptional service to our advisors and clients. This is an entry-level role with room to advance and grow. You will be provided training, coaching and professional development opportunities to help you excel as the Office Coordinator and explore different business areas that can align with your long-term career aspirations.

Key Responsibilities

Front Desk & Client Service

• Greet and assist clients, visitors, and vendors in a courteous and professional manner.
• Answer and direct incoming phone calls promptly and accurately.
• Manage the reception area to ensure a positive client experience.
• Schedule and confirm appointments, meetings, and conference room reservations.
• Assist clients with paperwork and document collection as needed.

Administrative Support

• Provide general administrative support to financial advisors and office staff.
• Prepare, organize, and maintain physical and electronic client files.
• Process incoming and outgoing mail, packages, and deliveries.
• Draft, proofread, and distribute correspondence and office communications.
• Perform data entry and maintain accurate records within firm systems.

Office Operations

• Order and maintain office supplies and equipment inventories.
• Coordinate office maintenance, vendor services, and facility needs.
• Assist with meeting preparation, including materials, refreshments, and room setup.
• Support special projects, events, seminars, and client appreciation activities.
• Ensure compliance with company policies and confidentiality standards.

Technology & Record Management

• Utilize Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and internal systems efficiently.
• Maintain accurate client records and documentation.
• Assist with scanning, filing, and document management processes.
• Support basic office technology troubleshooting and coordination with IT resources.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 1-3 years of receptionist, administrative assistant, customer service, or office support experience preferred.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with a professional and positive demeanor.
• Proficiency in Microsoft Office applications.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities effectively.
• Ability to handle sensitive and confidential information with discretion.

Preferred Skills

• Experience in a financial services, insurance, wealth management, or professional office environment.
• Familiarity with client relationship management (CRM) systems.
• Strong problem-solving and time-management abilities.
• Ability to work independently and as part of a team.

Key Competencies

• Professionalism
• Client Focus
• Communication
• Organization
• Reliability
• Attention to Detail
• Teamwork
• Adaptability

Work Environment

• Professional office setting.
• Primarily sedentary work with occasional lifting of office supplies and materials.
• Regular interaction with clients, advisors, and business partners.

Benefits

• Lee, Nolan & Koroghlian LLC offers a competitive compensation package, professional development opportunities, and a collaborative work environment committed to helping clients achieve financial security and long-term success.
• Full Benefits (Health/Vision/Dental)
• 401(k) plus match
• PTO/ Sick Days/ Paid Holidays