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.