Local investment and wealth management company is seeking an office coordinator. The office coordinator is the first point of contact for visitors, clients, and employees, providing a positive and professional impression of the organization. This role involves managing front desk operations, handling incoming calls, and ensuring a smooth flow of communication within the office and company.
Key Responsibilities:
Warmly welcome and assist visitors, clients, employees and vendors.
Ensure a hospitable and professional atmosphere in the reception area.
Handle incoming calls promptly and professionally.
Direct calls to the appropriate individuals or departments.
Take messages and relay information accurately and timely.
Maintain a clean and organized front desk area.
Coordinate deliveries and incoming mail.
Serve as a central point for internal and external communication.
Relay messages and information to the relevant parties in a timely manner.
Schedule appointments and maintain the calendar for meeting.
Assist in coordinating appointments for executives and other staff members.
Plan, schedule, and coordinate office events for employees, clients, and/or friends of the firm.
Provide general administrative support as needed, including binding decks and printing client presentations.
Assist with data entry, filing, and other clerical tasks.
Order office supplies and ensure the office copy room, kitchen, bathrooms, conference room, etc. are fully stocked, organized, orderly and fully cleaned by professional cleaning crew contracted by the company.
Maintain tasteful flower arrangements in the front entry, decorate the office for official holidays as instructed.
Address inquiries and provide information to clients, visitors, and employees.
Handle complaints or issues professionally and escalate when necessary.
Help edit, format, and bind client presentations pursuant to company standards and guidelines.
Monitor and manage access to the premises.
Follow security procedures and report any suspicious activities.
Meet all confidentiality and privacy requirements.
Maintain Supplies, Equipment, and Facility Cleanliness
Monitor and replenish office supplies at the front desk.
Operate office equipment and ensure equipment is functional(e.g., copiers, fax machines, binding machines, computers, docking stations, phones).
Coordinate with the administrative team for inventory management.
Ensure compliance with company policies and procedures.
Maintain confidentiality and handle sensitive information appropriately.
Previous experience in a receptionist or customer service or hospitality role is preferred.
Excellent verbal and written communication skills.
Proficient in using office equipment, including phone systems and computer applications.
Strong organizational skills and attention to detail.
Ability to multitask and prioritize responsibilities.
Digital literacy; Microsoft 365 Office capabilities; Salesforce skills a plus.
Bachelor’s degree preferred.
Professional and friendly demeanor.
