Office Coordinator

Position Summary

The Office Coordinator provides professional front-desk coverage and ensures the day-to-day office environment runs smoothly, efficiently, and professionally. This position serves as the first point of contact for clients, visitors, vendors, and callers while providing administrative and operational support to advisors and other team members.

This is an in-office, service-oriented position responsible for maintaining an organized, welcoming, and well-functioning office. The ideal candidate is dependable, proactive, organized, comfortable managing a wide variety of responsibilities, and willing to take ownership of both administrative tasks and the everyday details that keep an office running.

This is a full-time, on-site position based in Westminster, Colorado. The expected schedule is Monday through Friday, 8 am – 5 pm, with consistent and punctual attendance required.

Essential Duties & Responsibilities

Reception, Client Service & Administrative Support

• Serve as the primary administrative and front-desk point of contact for the office.
• Professionally greet clients, visitors, vendors, and other guests and ensure they are directed appropriately.
• Answer and route incoming telephone calls, respond to routine inquiries, and accurately communicate messages to the appropriate team members.
• Maintain reliable front-desk coverage during business hours and coordinate approved backup coverage for breaks and absences.
• Log incoming and outgoing client-related calls and other applicable activity in Salesforce in accordance with established procedures.
• Communicate professionally and effectively with clients, advisors, associates, vendors, and other business partners.
• Assist with scheduling meetings, appointments, conference rooms, and other office activities as needed
• Coordinate outgoing mail, client mailings, overnight deliveries, shipping, and incoming packages.
• Secure checks, client documents, packages, and other sensitive materials until they can be delivered to the appropriate team member.
• Make post office trips and assist with other routine business-related errands as needed.
• Make routine bank deposits in accordance with established company procedures.
• Assist with preparation and distribution of client birthday cards, employee recognition items, and other scheduled correspondence.
• Maintain accurate office records and required files in accordance with company procedures.
• Coordinate biweekly team lunch orders, including collecting employee selections, placing orders, and picking up meals as needed.
• Assist with company events, client events, employee gatherings, and charitable activities, including coordination, preparation, and other logistical support.
• Maintain confidentiality and safeguard sensitive client, employee, and company information.
• Follow established company policies, procedures, security requirements, and business processes.
• Assist with special projects and other administrative responsibilities as assigned.

Office Opening, Facilities & Workplace Operations

• Open the office each business day, including unlocking appropriate entrances and properly disarming building security and alarm systems.
• Ensure the reception area, conference rooms, kitchen, common areas, and other shared spaces are organized, presentable, and ready for employees and visitors each morning.
• Load and unload the dishwasher, address dishes left in common areas, and help keep kitchen surfaces clean and organized.
• Monitor and replenish coffee, beverages, candy, snacks, paper products, restroom supplies, office supplies, and other employee and client hospitality items.
• Maintain appropriate inventory levels and coordinate replenishment before supplies are depleted.
• Monitor conference rooms throughout the day and reset them following meetings as necessary.
• Identify routine office maintenance and facility needs and coordinate service with approved vendors, building management, or other service providers.

Minimum Qualifications & Skills

• High school diploma or equivalent required; some college coursework or post-secondary education is a plus.
• 3+ years of administrative, office coordination, receptionist, or related professional experience preferred.
• Experience in financial services, wealth management, or a similar office environment is preferred.
• Strong written and verbal communication skills.
• Professional and welcoming interpersonal skills with the ability to interact confidently with clients, executives, employees, and vendors.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Experience with Salesforce Financial Services Cloud or another CRM system preferred.
• Strong organizational and time-management skills with the ability to prioritize multiple responsibilities and meet deadlines.
• Strong attention to detail and commitment to accuracy.
• Ability to learn and consistently follow established policies, procedures, and business processes.
• Ability to handle confidential and sensitive information with discretion.
• Self-directed, dependable, and able to work independently while knowing when to seek assistance or escalate an issue.
• Dependable transportation and the ability to complete occasional local business errands using a personal vehicle are required.

Physical & Work Environment Requirements

Ability to occasionally lift, carry, or move office supplies, packages, and event materials weighing up to 25 pounds, with or without reasonable accommodation. The noise level in the work environment is usually low to moderate.

Compensation & Benefits

Compensation

• Competitive salary based on experience.
• Eligible for a discretionary annual performance-based bonus in accordance with company policy.
• Opportunity for long-term career growth within a rapidly growing firm.

Medical, Dental & Vision

• 100% company-paid employee medical, dental, and vision coverage.
• HSA-eligible medical plan options.
• Benefits effective after 90 days of employment.

Paid Time Off

• Paid time off (PTO).
• Bereavement leave.
• Paid parental leave.
• Company-paid holidays.

401(k) Retirement Plan

• Eligibility after the first month of employment.
• Traditional and Roth 401(k) options.

Applications will be accepted until the position is filled. To apply, please submit your resume and interest from our careers section on our website.

What Success Looks Like

Success in this role means the office is consistently ready for clients and employees, the front desk is professionally covered, calls and visitors are handled promptly, Salesforce activity is documented accurately, supplies and shared spaces are maintained without needing constant direction, events are well supported, administrative assignments are completed accurately, and potential office issues are identified and addressed before they become problems.

The Office Coordinator should take pride in creating an organized, welcoming, and professional environment for both our clients and our team.