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Posted: Thu Jan 18 2024

Office Coordinator, Financial Services Firm

New York, New York

Direct Hire

Title: Office Coordinator
Location: New York, NY (Midtown East)
Type: 5 days/week in-office
Target Salary: $60,000; full benefits

Chamberlain Advisors is conducting a search for an Office Coordinator our direct client, a boutique wealth management firm providing comprehensive financial planning and investment management services to high-net-worth individuals and businesses.

Core Selection Criteria: alignment with the following skills and experiences will set you apart in the process

Office Management Experience: The preferred candidate should have a practical understanding of daily office tasks like client interaction, meeting coordination, managing supplies, facilitating communication across different departments, organizing office events, client gifting, and other tasks to keep the office running smoothly.

Interpersonal Communication: The ideal candidate should be able to engage effectively with a diverse range of individuals, both within and outside the organization. They should be adept at verbal and written communication, ensuring clarity and coherence in all interactions. The candidate must exhibit a friendly and approachable demeanor, creating a positive and collaborative atmosphere within the office. Effective listening skills and the capacity to understand and respond to the needs of company leadership and clients are essential.

Attention to Detail – The candidate must demonstrate an exceptional attention to detail, particularly in tasks that demand meticulousness, such as assembling reports and scanning documents. Their work should reflect a commitment to accuracy, ensuring that even the most tedious and time-consuming tasks are completed with precision.  Whether confirming meetings or managing office supplies, the ideal candidate consistently demonstrates an eye for detail, contributing to the overall efficiency and excellence of office operations.

Prioritization - The ideal candidate should possess strong prioritization skills, especially when managing the various tasks required of the role. They should excel in distinguishing and addressing the most critical tasks promptly, even when receiving work from multiple people, ensuring that deadlines are met and office operations run seamlessly.

Small Business or Family-Owned Business Experience – Demonstrated ability to work effectively in a small organization, exhibiting humility and flexibility in taking on lower and higher-level tasks as needed when working with a small team setting.

What you will be accountable for: 
  • Create weekly agendas for Monday all-staff meetings
  • Prepare FedEx labels, schedule pick-ups, and accept deliveries
  • Answer phones and create and manage company voice messages
  • Greet guests
  • Distribute office mail
  • Interact with clients via phone and email and confirm all appointments
  • Order supplies and monitor supply levels regularly
  • Organize special events and all gifts
  • Monitor company email account daily and assist with email blasts
  • Restaurant reservations and order car services
  • Schedule partners and other internal meetings and Identify conflicts in the calendar
  • Meet with partner to review invoices for pricing issues and follow up with vendors
  • Assist with collating, compiling, and distributing client quarterly reports
  • Prepare and deliver bank deposits
  • Scan and file firm documents
  • Monitor office security and participate in building requirements for fire/safety and emergencies
  • Maintain a positive work environment through the care and cleanliness of office and floor space, including work orders and contacting equipment vendors
  • Depending on timing, may be instrumental in office relocation
  • Oversee office equipment maintenance

Position Requirements:
  • 2-4 years of experience in a professional environment, preferably in office support position
  • Technology proficiency, including Microsoft Office. Experience with a CRM system and Adobe Editing is a plus.
  • Covid-19 vaccination

Chamberlain Advisors