Administrative Associate

Heritage Wealth Advisors, LLC • Richmond, VA

4d

About The Position

The Administrative Associate – Office Coordinator is a pivotal operations role responsible for advancing Heritage’s client service and office management platform. This position oversees front-office operations, ensures a welcoming and professional environment, and coordinates logistics and administrative support across teams to maintain seamless office functionality. In addition to managing daily reception and office activities, the Administrative Associate partners with the Administrative Manager and colleagues to optimize workflows, support event logistics, and implement process improvements. The role requires exceptional organizational skills, attention to detail, and the ability to balance multiple priorities while modeling Heritage’s values and delivering exceptional client service.

Reporting directly to the Administrative Manager, the Administrative Associate – Office Coordinator is integral to firmwide initiatives, supporting office operations, facilitating internal communications, and aligning administrative practices with Heritage’s long-term vision and standards

Requirements

• Two or more years of administrative experience, preferably in a professional services environment
• Strong computer skills – proficient with Microsoft Office Suite; familiarity with CRM and SharePoint preferred
• Excellent interpersonal and communication skills, both written and oral, with professional telephone etiquette
• Detail-oriented with a high level of accuracy and organization
• Demonstrated ability to manage multiple priorities and coordinate logistics
• Demonstrated alignment with Heritage Core Values: 1. Collaboration – Works constructively with team members to support collective goals 2. Intellectual Curiosity – Embraces ongoing learning and adaptation in a dynamic field 3. Integrity – Prioritizes fiduciary responsibility and ethical conduct 4. Passion – Committed to delivering excellence and meaningful outcomes for clients

Nice To Haves

• Proven track record in office management or coordination is a plus

Responsibilities

• Assist the Finance, Human Resources, and Technology departments with projects and various tasks such as monitoring leave requests, monthly reporting audits, basic bookkeeping, assist with the hiring and promotion process and preparing expense reports.
• Support the overall compliance program, including compliance testing and reporting, Code of Ethics requirements, and serving as liaison with the compliance consulting firm on administrative matters.
• Collaborate on cross functional team projects requiring implementation of new processes, systems, and best practices.
• Work with the Wealth Planning Associate and finance department to obtain outstanding accounts receivable items.
• Greet and direct visitors, maintain a safe and clean reception area, conference rooms, and common office spaces
• Answer, screen, and forward phone calls, direct inquiries to appropriate personnel
• Schedule and organize meetings, travel, conferences, and employee functions
• Manage and update filing systems, retrieve information as needed
• Sort and distribute mail, process invoices and checks, and maintain supply inventory
• Oversee office supply procurement, vendor relationships, and ensure timely restocking
• Coordinate office maintenance requests and liaise with property management
• Support onboarding of new employees, including workspace setup and orientation logistics
• Assist with event planning and execution, including internal meetings, client events, and firm gatherings
• Track and report on office management metrics (e.g., supply usage, maintenance requests, visitor logs)
• Serve as the primary resource for contact management and CRM process questions
• Process tax returns by scanning and organizing documents, updating tracking systems, and assembling returns
• Provide general administrative support, including scheduling, expense reimbursements, and special projects
• Recommend and implement process improvements to enhance office operations and client experience

Benefits

• Competitive salary and bonus potential, based on experience and performance
• Comprehensive benefits package, including medical, dental, vision, life, AD&D, and disability insurance
• 401(k) with profit sharing
• Financial support for professional development, including certification programs and continuing education
• Paid time off (vacation, sick leave, holidays) with flexible scheduling and hybrid/remote work options
• Parental leave and family leave policies
• Access to firm resources, internal planning services, and networking / thought leadership events

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed