Office Coordinator

Who We Are:
Wealthspire Advisors is a New York City-based, independent registered investment Advisory firm with $29B in AUM. We have more than 370 employees serving clients from 25 offices in 12 states. With a strong commitment to a fiduciary business model, the firm believes in connecting all aspects of a client’s financial life to deliver thoughtful, collaborative strategies that focus on what is most important to each client. Wealthspire Advisors acts as a wealth manager, investment Advisor, consultant, and constant partner in helping clients achieve their aspirations. For more information on Wealthspire Advisors, please visit www.wealthspire.com.

The Office Coordinator works in an environment that is centered on teamwork and demonstrates our core values – “Passion for the client”, Own it” and “I have your back”. The primary responsibility for this role is scheduling client meetings, answering incoming calls and providing critical administrative support to the office.

Responsibilities:

Phones (Ring Central)

• Responsible for updating holiday hours, auto attendant as necessary.
• Backup for phone identified whenever not available.
• Office administrator for the phone system – fixes, updates, liaison to corporate office

Clients

• Works with Advisor teams and CRM to proactively schedule calls/meetings
• Coordinates any breakfast/lunch/dinner plans and reservations for client meetings as applicable.
• CRM maintenance – tracks all meetings and uploads all related notes; either performs or assigns noted tasks to team members as appropriate.
• Updates CRM with lead, opportunity, and relationship information
• Makes client updates as applicable across applicable systems, i.e. address/email/phone
• 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

Paperwork & Mail

• CRM – initiate tasks in CRM for all client paperwork
• Use SharePoint to electronically file paperwork, and email to appropriate team member for processing, supported by CRM task
• Blotter all incoming checks; deposit all mailed checks directly at the custodian
• Scanning, faxing, 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

• Office equipment maintenance, office supply ordering, inventory maintenance and supply room organization
• Liaison to building management and NFP for facilities issues
• New employee onboarding assistance as needed
• Office and event coordination
• Liaison with corporate marketing for events and community involvement
• Mass Mailings: such as Quarterly Performance Reports, holiday and birthday cards, new Client thank you letters and gifts

Qualifications

• Bachelor’s degree preferred
• Minimum two years of relevant work experience
• Numerical accuracy and attention to detail a must
• Ability to prioritize tasks and work in a team environment
• Professional appearance and manner
• Strong written and verbal communication skills
• Experience with Salesforce CRM preferred
• Proficiency in Microsoft Office is required; experience with any CRM, portfolio management and document management software is a plus.

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.

We’re part of NFP, an Aon company, who is a multiple Best Places to Work award winner in Business Insurance. NFP is an organization of consultative advisors and problem solvers who help companies and individuals around the globe address their most significant risk, workforce, wealth management and retirement challenges through custom solutions and a people-first approach.

What We Offer:
We’re 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. The base salary range for this position is $38,000 – $65,000. The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives.

NFP and You… Better Together!

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