Office Coordinator

NFP Corp • Melville, NY

7d

About The Position

Wealthspire is hiring an Office Coordinator to support client service and regional office operations. The role provides reception and administrative support, maintains office facilities and supplies, coordinates mail and document handling, and assists with employee onboarding, events, and other operational needs. The coordinator works with advisors, client service associates, HR, IT, property management, and external vendors, handling confidential information professionally and delivering a high standard of client service.

Requirements

• Excellent communication, organizational, and multitasking skills, with strong attention to detail.
• Professional, dependable, and committed to providing excellent client service.
• Ability to work collaboratively, take initiative, and manage competing priorities.
• Proficiency in Microsoft Office.
• Ability to handle confidential information with discretion and professionalism.
• Experienced proofreading skills.

Nice To Haves

• College degree preferred.
• Experience with CRM systems and SharePoint.
• Advanced file management skills.
• Experienced data entry, office administration, calendar management, security management, document management, email management, and travel planning skills.
• Intermediate physical security, emergency response, incident reporting, market research, and incident response skills.
• Advanced confidentiality skills.

Responsibilities

• Greet clients and visitors, answer incoming calls, and direct inquiries to appropriate team members.
• Assist advisors and client service associates with scheduling, client communications, CRM updates, and general administrative needs.
• Prepare conference rooms for client and internal meetings, including setup, refreshments, and cleanup.
• Maintain the professional appearance and organization of office common areas, conference rooms, and kitchens.
• Manage office supplies, snacks, beverages, and meal orders for offices throughout the region.
• Coordinate with property management and external vendors regarding building maintenance, repairs, deliveries, and other facilities needs.
• Support the RingCentral phone system, office equipment, and general operational needs.
• Assist with office moves, setups, and facilities-related projects.
• Process incoming and outgoing mail, packages, faxes, and shipments, including logging and routing incoming client checks.
• Assist with document preparation, filing, SharePoint organization, and client paperwork.
• Provide general administrative support, including correspondence, reports, and other team requests.
• Partner with HR and IT on employee onboarding and offboarding, including workstation setup, building access, and welcome materials.
• Provide administrative and logistical support for internal meetings, client events, community initiatives, and employee functions.
• Assist with coordinating client and employee gifts, cards, and mailings.
• Perform other duties as needed to support the team and regional operations.

Benefits

• Competitive salary.
• PTO and paid holidays.
• 401(k) with match.
• May be eligible for performance-based incentives.

What This Job Offers

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