Administrative & Operations Coordinator

Chemistry Wealth Management • New York, NY

1d • $67,000 - $77,000

About The Position

Chemistry Wealth is seeking a highly organized, client-focused Administrative & Operations Coordinator to support the daily operations of our growing wealth management firm. This role serves as a key point of contact for clients while providing administrative and operational support to advisors and team members. The ideal candidate is detail-oriented, proactive, and passionate about delivering exceptional service in a professional, fast-paced environment.

Requirements

• Bachelor's degree or equivalent experience.
• 3+ years of client service, administrative, or operations experience.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong customer service mindset and professional phone presence.
• Ability to manage multiple priorities and work independently.

Nice To Haves

• Experience in wealth management, financial services, banking, insurance, or a professional services firm.
• Familiarity with CRM systems such as Redtail, Wealthbox, or Salesforce.
• Knowledge of financial industry compliance and documentation requirements.

Responsibilities

• Serve as the first point of contact for clients and visitors.
• Deliver a warm, professional, and welcoming client experience.
• Schedule appointments, manage advisor calendars, and coordinate meeting logistics.
• Prepare meeting materials and client communications.
• Track client follow-ups, milestones, and special events.
• Assist with client applications, paperwork, and operational processing.
• Coordinate with custodians and third-party partners to resolve account and service-related issues.
• Maintain accurate records within the firm's CRM and document management systems.
• Track correspondence and ensure timely follow-up on outstanding items.
• Support office operations, including mail handling, supplies, conference rooms, and general administrative tasks.
• Assist with client events, seminars, and special projects.
• Support advisors and team members with day-to-day operational needs.
• Identify opportunities to improve processes and enhance the client experience.

Benefits

• Medical, dental, and vision insurance
• Employee Assistance Program (EAP)
• Employee discount programs
• Competitive salary
• 401(k) with automatic employer contribution after one year of employment
• Paid Time Off (PTO)
• Paid holidays
• Ongoing training and development opportunities
• Career advancement within a growing firm

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level