Experience & Administrative Coordinator

Pitcairn Trust Company • San Francisco, CA

13h • Onsite

About The Position

This dynamic role keeps Pitcairn’s San Francisco office running smoothly while serving as a central resource for employees, vendors, building management, and service providers. The Experience & Administrative Coordinator oversees workplace operations, document and records administration, vendor coordination, selected financial processes, and employee onboarding and offboarding support. Success in this role requires a highly organized, service-oriented professional who can manage recurring tasks, operational processes, maintain accurate documentation, handle protect confidential information appropriately, and coordinate effectively with internal team members, external vendors, building management, and service providers.

Requirements

• Bachelor's degree preferred, or equivalent professional experience.
• 5+ years of experience in office management, workplace operations, executive support, business operations, or administrative coordination.
• Proven discretion with confidential documents, financial information, employee information, and sensitive records.
• Experience coordinating vendors, building management, service providers, or professional advisors.
• Strong organization, communication, project management, judgment, and follow-through; proficiency with Microsoft Office, SharePoint/OneDrive, Adobe/PDF tools, digital filing, and office equipment.

Nice To Haves

• Experience in a family office, financial services, investment advisory, legal, accounting, or other high-discretion professional services environment is preferred but not required.

Responsibilities

• Maintain a professional, organized, client-ready office; coordinate supplies, meetings, catering, events, access, building requests, and emergency procedures.
• Receive, scan, route, track, and securely maintain mail, invoices, checks, notices, permanent files, entity binders, minute books, vault inventories, and original documents.
• Manage routine service providers, maintain vendor procedures and contacts, track requests, and identify opportunities to improve service, efficiency, and cost effectiveness.
• Route invoices and payment documents, support office credit card and expense processes, maintain petty cash records, coordinate deposits, and apply appropriate confidentiality and controls.
• Partner with Talent & Culture and local leadership on onboarding, offboarding, workspace and access readiness, employee events, communications, training, and related logistics.
• Create practical guides, checklists, and procedures; streamline recurring workflows; and support special projects and cross-functional initiatives.

What This Job Offers

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