Administrative Coordinator

Job Summary
We are seeking a dynamic and highly organized Administrative Coordinator to join our Financial services team! In this vital role, you will serve as the backbone of our office operations, ensuring smooth daily functions and exceptional support for staff, clients, and visitors. Your energetic and proactive approach will help foster a productive environment where organizational excellence and customer service thrive.

The ideal candidate is proactive, detail-oriented, and possesses strong people and administrative skills to manage a variety of tasks efficiently. This position offers an exciting opportunity to develop your administrative expertise while contributing to a vibrant team dedicated to providing an exceptional customer experience.

Responsibilities

• Warmly and professionally greet clients, guests, and teammates.
• Manage multi line phone system answering general incoming call inquiries, transferring calls, scheduling meetings, and taking messages.
• Schedule appointments, manage calendars, and coordinate meetings for staff using efficient calendar management practices.
• General office management duties such as office supply orders, equipment maintenance, company branded apparel/swag, mail distribution, overall cleanliness of conference rooms and break rooms, creation and editing of various company documents.
• Cross train on various Advisory and Client Services related administrative tasks to provide support across departments.
• Monitor and forward incoming emails to company info@ email account.
• Manage client relation activates to include printing / mailing client statements on a monthly and quarterly basis, scanning / saving documents, send cards to clients and teammates through Cardly, assist with questions or issues that arise for their accounts with us.
• Works with Business Manager to maintain all SPFG location vendors and bill pay.
• Marketing assistance through upkeep of social media outlets, creation of graphics, assisting in the approval process through compliance, and posting to FB/LinkedIn.
• Website management and assistance on eblast content creation, setup, communication interdepartmentally, and compliance approval.
• Company events planning and organization, volunteer opportunities, organization and communication around employee anniversaries and birthdays.
• Human Resources administrative assistance; policy generation, handbook updates, HRIS workflow creation/setup, sending onboarding docs, and scheduling training for newly hired employees.
• File management and organization of company and client documents in Microsoft TEAMS.
• Provide administrative support for special projects as needed.

Qualifications

• Experience in the Financial services industry and compliance standards is highly desired but not required.
• Dedication to providing exceptional customer service to clients and team members.
• Exceptional technology skills and experience working with Microsoft 0365 Suite, TEAMS, PDF (Adobe/FoxIT), CRM software, CoPilot/ChatGPT.
• Creative software is desired but not required: Canva, Adobe Suite, Wordpress.
• Proactive and positive attitude.
• Highly detail oriented and organized.
• Superior written and verbal communication skills.
• Comfort with being a “team player” and doing whatever is needed, big or small.
• Able to work/empathize with diverse personalities.
• Ability to maintain confidentiality and integrity.
• Highly organized with effective follow-up skill, deadline focused.

Join us as an Administrative Coordinator and bring your organizational talent, positive attitude, and dedication to excellence — together we’ll create an exceptional office environment that supports our team’s growth and success!

Pay: $20.00 - $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Paid time off
• Retirement plan

Work Location: In person