Office Coordinator

Secured Retirement is a privately held financial services firm specializing in retirement planning and investment strategies for individuals preparing for or currently enjoying retirement. Our reputation is built on trust, education, and operational excellence.

About the role

As Office Coordinator, you'll own daily office operations and deliver a professional five-star experience for clients, guests, and team members. This dynamic role sits at the intersection of client experience, administrative support, and office operations.

Responsibilities

• Client Experience & Front Desk Ownership:
  • Greet clients and guests warmly and professionally
  • Prepare conference rooms and common areas daily
  • Notify advisors of client arrivals and assist with introductions
  • Maintain lobby displays, branded materials, and reception environment
  • Offer refreshments and ensure welcoming client experience
• Administrative & Advisor Support:
  • Manage calendars and coordinate meetings
  • Answer, screen, and route phone calls professionally
  • Scan, file, and distribute documents accurately
  • Support advisors with post-meeting wrap-up processes
  • Maintain accurate CRM records (Salesforce or similar)
• Office Operations & Facilities:
  • Open and close the office, including alarms, lights, and systems
  • Ensure kitchen, conference rooms, and common areas are stocked and organized
  • Handle incoming/outgoing mail and packages
  • Operate office technology systems including TVs, music, phone system and access controls
• Supplies, Vendors & Inventory:
  • Track and reorder office supplies, beverages, and materials
  • Coordinate with vendors (e.g., Amazon, Costco, Office Depot)
  • Communicate purchasing needs and inventory updates to the team
• Technology & Display Support:
  • Update digital reception displays and internal signage
  • Operate and maintain mailing and postage equipment

Requirements

• 2+ years of administrative, office coordination, or front-desk experience
• Strong verbal and written communication skills
• High attention to detail and organizational skills
• Ability to manage multiple priorities in a fast-paced environment
• Interpersonal resiliency
• Proficiency with Microsoft Office tools

Qualifications

• Experience with Salesforce or similar CRM platforms (bonus)
• Experience with an Investment Advisory Firm or Retirement Planner (bonus)

Benefits

• Competitive base salary
• Full benefits package
• Paid training and licensing support
• Collaborative, helpful team environment

Schedule

Standard office hours