Office Coordinator (In Office)

West Hartford, Connecticut
Full time
employer logo
NFP Corp.
Insurance & superannuation
5,001-10,000 employees
Compare top employers
Apply on company site

Who We Are

Wealthspire Advisors is a Fee-Only Fiduciary with 20+ locations throughout the East Coast, West Coast, Midwest, and Mid-Atlantic regions, specializing in exceptional service to clients that pairs tailored portfolios with a personalized financial plan and service team. With the ultimate goal of simplifying financial lives and helping clients fulfill their aspirations, our team believes in a culture of transparency, collaboration, and accountability. As a subsidiary of NFP Corp, we also have access to extensive corporate resources and business partners that few other independent registered investment advisory (RIA) firms offer.

Summary: As an Office Coordinator, you will be the cornerstone of our operational efficiency and client service excellence. Your dynamic role involves providing comprehensive administrative support, managing client communications, maintaining our CRM, and seamlessly coordinating with various teams and corporate offices. By ensuring smooth office operations and fostering productive interactions between clients and advisors, you will directly contribute to our mission of delivering unparalleled service and support, driving the success of our firm.

Essential Duties and Responsibilities:

  • Responsible for updating holiday hours and auto attendant as necessary.
  • Identify backup for phone coverage when unavailable.
  • Serve as office administrator for the phone system – handle fixes, updates, and liaison with the corporate office.
  • Work with advisor teams and CRM to proactively schedule calls/meetings.
  • Coordinate breakfast/lunch/dinner plans and reservations for client meetings as applicable.
  • Maintain CRM – track all meetings and upload related notes; perform or assign noted tasks to team members as appropriate.
  • Update CRM with lead, opportunity, and relationship information.
  • Make client updates across applicable systems, i.e. address/email/phone.
  • Handle client birthday and holiday communications.
  • Provide login assistance to clients.
  • Provide administrative support for clients, advisor, and CSA teams for scanning, digital filing, printing, shredding, and typing.
  • Initiate tasks in CRM for all client paperwork.
  • Use SharePoint to electronically file paperwork and email to the appropriate team member for processing, supported by CRM tasks.
  • Blotter all incoming checks; deposit all mailed checks directly at the custodian.
  • Perform scanning, faxing, and mailing for the office.
  • Receive and dispatch mail/UPS/faxes (mail goes down by noon for the day).
  • Process all outgoing UPS shipments and monitor/track returning UPS shipments.

Office Functions:

  • Maintain office equipment, order office supplies, maintain inventory, and organize the supply room.
  • Act as liaison to building management and NFP for facilities issues.
  • Assist with new employee onboarding as needed.
  • Coordinate office and event functions.
  • Liaise with corporate marketing for events and community involvement.
  • Handle mass mailings such as quarterly performance reports, holiday and birthday cards, and new client thank-you letters and gifts.

Knowledge, Skills, and/or Abilities:

  • Numerical accuracy and attention to detail.
  • Ability to prioritize tasks and work in a team environment.
  • Professional appearance and manner.
  • Strong written and verbal communication skills.

Education and/or Experience:

  • Bachelor’s degree preferred.
  • Minimum two years of relevant work experience.
  • Experience with Microsoft Dynamics CRM preferred.
  • Proficiency in Microsoft Office is required; experience with any CRM, portfolio management, and document management software is a plus.

Diversity, Equity, Inclusion, and Belonging at Wealthspire

Wealthspire is committed to fostering an inclusive work environment that values diversity as a fundamental asset. Research substantiates that diverse teams are not only more innovative but also make more informed decisions, leading to increased employee engagement and client satisfaction.

  • Equal Opportunity:We are an equal opportunity employer. All employment decisions are based on qualifications, merit, and business needs. We do not discriminate on the basis of race, religion, color, gender, age, national origin, sexual orientation, marital status, veteran status, or disability status.
  • Culture Add Over Culture Fit:Rather than seeking candidates who merely fit into our existing culture, we prioritize those who will add new dimensions to it. We welcome individuals who bring unique perspectives, experiences, and skills that enrich our team and client interactions.
  • Inclusive Excellence:We believe that true excellence can only be achieved in an environment where every employee feels empowered and included. Our commitment to diversity extends beyond hiring practices to every facet of our business.

Do you see yourself excelling in this position?

Don't hesitate to apply, even if you don't meet every qualification on the list. We recognize that career journeys are as unique as individuals themselves, and valuable skills can come in various forms. We're eager to learn about your unique talents and experiences.

What We Offer

NFP, an Aon company, and Wealthspire Advisors is proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others.

NFP and You... Better together!

NFP and Wealthspire Advisors is an inclusive Equal Employment Opportunity employer.