Administrative Coordinator

Axios Professional Recruitment; Grand Rapids (MI); On-site; USD 20,664,000 - 30,307,000; Part time

Job summary

Ambient Recruiting is partnering with a financial services firm in Grand Rapids, MI to identify a Part-Time Administrative Coordinator who thrives on organization and enjoys variety in daily tasks. The role involves updating workflows, templates, SOPs, and client engagements while leveraging AI and automation to streamline administrative processes.

The ideal candidate is dependable, collaborative, and comfortable adapting to changing priorities and technology.

Qualifications

• Strong organizational skills and attention to detail are required.
• Dependable, collaborative, and team-oriented with a can-do attitude.
• Willingness to learn new systems and technology.
• Comfortable using AI tools and automation in a professional setting.
• Experience in a professional services, accounting, or financial services environment is a plus.

Responsibilities

• Maintain and update workflows, templates, and records within firm systems.
• Standardize templates and SOPs for consistency across the organization.
• Organize password and credential management systems and assist with security practices.
• Assist with client renewals, onboarding, and engagement logistics.
• Coordinate onboarding for new employees and interns; maintain physical files.
• Support general administrative tasks to keep the office organized and presentable.

Skills

Organizational

Attention to detail

Teamwork

Adaptability

Tech-savviness

Tools

Practice management software

CRM

Workflow management

Job description

Ambient Recruiting is partnered with a growing, forward-thinking financial services firm to identify an organized and dependable Part‑Time Administrative Coordinator to join their team in Grand Rapids, MI.

This is an excellent opportunity for someone who takes pride in organization, enjoys variety in their day-to-day work, and is comfortable working with technology, systems, and administrative processes.

Responsibilities:

Systems & Process Support

• Maintain and update workflows, templates, and records within firm systems
• Clean up and standardize templates to ensure consistency across the organization
• Organize, update, and maintain the firm’s standard operating procedures (SOPs)
• Maintain organization of password and credential management systems
• Utilize AI tools to streamline administrative tasks, including drafting, summarizing, organizing files, and improving templates
• Identify opportunities for automation and process improvements

Client & Engagement Support

• Assist with client renewals, including engagement letters, briefs, and budget information
• Support client onboarding and offboarding logistics
• Maintain organized electronic client files and folders
• Conduct periodic file clean-up and organization

Team & Office Support

• Coordinate onboarding logistics for new employees and interns
• Maintain organization of physical office files
• Help keep the office clean, organized, and presentable
• Assist with general administrative needs as they arise

  Qualifications:

  • Strong organizational skills and attention to detail
  • Dependable, collaborative, and team-oriented
  • Comfortable adapting to changing processes and priorities
  • Strong willingness to learn new systems and technology
  • Comfortable using technology and interested in AI and automation
  • Clear and professional written and verbal communication skills
  • Ability to handle confidential client and company information with discretion
  • Previous administrative, office management, or coordinator experience
  • Experience with practice management, CRM, or workflow management software
  • Experience in a professional services, accounting, or financial services environment
  • Collaborative, team-first environment
  • Direct access to leadership and mentorship
  • Opportunity to expand responsibilities as the organization grows
  • Meaningful work supporting clients and their organizations