Office Coordinator

3 weeks ago

West Hartford, United States Wealthspire Advisors Full time

Who We Are:

Wealthspire Advisors (part of NFP, an Aon company) is a New York City-based, independent registered investment Advisory firm with $20B in AUM. We have more than 300 employees serving clients from 22 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.


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


Essential Duties and Responsibilities:

  • 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
  • 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
  • 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


Knowledge, Skills, and/or Abilities:

  • 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


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 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.

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