Administrative Coordinator/Receptionist

About the role

The Office Administrative Coordinator/Receptionist is responsible for ensuring the office operates efficiently, professionally, and consistently each day. This position serves as a key point of coordination for front-desk operations, office readiness, mail and shipping, administrative records, supplies, meeting rooms, and general facility needs. This individual should take ownership of daily office operations and identify issues before they become problems.

Responsibilities

• Prepare the front desk, conference rooms, and common areas each morning to ensure the office is professional and meeting ready.
• Ensure the office maintains a professional, organized, and welcoming environment for clients, advisors, employees, and visitors.
• Set up meeting rooms, organize tables, check whiteboards, and ensure kitchen and restroom areas are properly stocked.
• Monitor office scheduling and reconcile office activity.
• Receive, open, sort, review, and distribute incoming client and advisor mail.
• Copy checks and returned forms for Compliance and identify incomplete, missing, or unsigned documentation requiring follow-up.
• Process outgoing mail and UPS shipments while ensuring required copies and documentation are retained before items are sent.
• Maintain postage machine.
• Complete the weekly New Business spreadsheet by researching and verifying client information through Compass/A360.
• Maintain accurate and timely administrative records, with this process generally requiring approximately 3–4 hours per week, depending on business volume.
• Track, process, and mail MetLife payment checks weekly while maintaining supporting documentation and records.
• Coordinate monthly WiFi password updates throughout the office.
• Maintain sufficient backup inventory to prevent supply shortages.
• Identify and communicate maintenance, facility, cleaning, storage, mailroom, and other work-order needs.

Qualifications & Skills

• Strong written and verbal communication skills.
• Experience in office administration, operations, executive support, or a similar role.
• Proficiency with Microsoft Excel, Outlook, Word, and general office technology.
• Ability to prioritize and manage multiple responsibilities independently.
• Professional, dependable, proactive, and service-oriented approach.
• Experience in a financial services, insurance, wealth management, or professional-services environment is a plus.

Pay

Annual Salary range: $47,000 - $52,000 per year.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k) Retirement Plan
• Paid Time Off (PTO)