Administrative Coordinator

Falcon Wealth Planning, Inc.; Ontario (CA); On-site; USD 28,000 - 39,000; Full time

Benefits offered by this job

Competitive hourly pay

Medical, dental, and vision insurance

401(k) with company match

Paid holidays

Paid time off

Professional development opportunities

Supportive and collaborative work env

Job summary

Falcon Wealth Planning, Inc. is seeking an Administrative Coordinator to provide essential office support to the Executive Assistant and help manage daily operations.

The role suits someone with 1–3 years of administrative experience who is highly organized and dedicated to delivering excellent internal service. You will handle calendar support, document preparation, filing, travel coordination, and office logistics.

Qualifications

• 1–3 years of administrative or office experience.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities with attention to detail.
• Valid California driver’s license and reliable vehicle for local errands.

Responsibilities

• Provide daily administrative support to the Executive Assistant.
• Assist with calendar management and scheduling meetings.
• Prepare correspondence, reports, and business documents.
• Maintain electronic and paper filing systems.
• Scan, copy, organize, and distribute documents.
• Perform data entry with accuracy.
• Assist with travel arrangements and meeting logistics.

Skills

Organizational skills

Time management

Verbal & written communication

Attention to detail

Customer service

Driver's license

Education

High school diploma

Associate degree

Administrative certification

Tools

Microsoft Office Suite

Google Workspace

Zoom

Job description

Position Summary

The Administrative Coordinator provides administrative and office support to the Executive Assistant while assisting with the day-to-day operations of the office. This role is ideal for someone with 1–3 years of administrative or office experience who enjoys working in a professional environment, is highly organized, and takes pride in delivering excellent internal customer service.

This position offers exposure to executive support, office administration, and business operations, making it an excellent opportunity for someone looking to grow their administrative career.

Essential Responsibilities

Administrative Support

• Provide daily administrative support to the Executive Assistant.
• Assist with calendar management, scheduling meetings, and coordinating appointments.
• Prepare correspondence, reports, presentations, and other business documents.
• Maintain electronic and paper filing systems.
• Scan, copy, organize, and distribute documents.
• Perform data entry with a high level of accuracy.
• Assist with travel arrangements and meeting logistics as needed.

Office Administration

• Maintain a professional, clean, and organized office environment.
• Order and manage office supplies, kitchen inventory, and company materials.
• Coordinate incoming and outgoing mail, shipping, and deliveries.
• Prepare conference rooms for meetings and training sessions.
• Welcome visitors and assist with reception coverage when needed.
• Coordinate office lunches, meetings, and employee events.

General Office Support

• Assist departments with administrative projects and special assignments.
• Coordinate vendor appointments and service providers.
• Monitor office inventory and reorder supplies as needed.
• Perform additional administrative duties to support the needs of the business.

Business Errands

• Run occasional local business errands, including picking up office supplies, catering, mail, banking, or other company-related items.
• Use a personal vehicle for occasional local business travel as needed.
• Mileage reimbursement will be provided for approved business-related travel in accordance with company policy.

Qualifications

Required

• 1–3 years of administrative, receptionist, office assistant, or customer service experience.
• High school diploma or equivalent, college degree strongly preferred
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to manage multiple priorities while maintaining attention to detail.
• Professional demeanor and strong customer service skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Valid California driver’s license with a clean driving record.
• Reliable personal vehicle available for occasional business errands.
• Ability to travel locally during the workday when business needs require.

Preferred

• Associate degree or administrative certification.
• Experience supporting executives or leadership teams.
• Experience working in a professional office or financial services environment.
• Familiarity with Google Workspace and Zoom.

What We’re Looking For

• Is dependable, organized, and detail-oriented.
• Takes initiative and follows through on assignments.
• Enjoys helping others and providing exceptional internal support.
• Is adaptable and willing to assist wherever needed.
• Communicates professionally with employees, clients, and vendors.
• Thrives in a fast-paced, team-oriented environment.
• Demonstrates a positive attitude and strong work ethic.

Benefits

• Competitive hourly pay
• Medical, dental, and vision insurance
• 401(k) with company match
• Paid holidays
• Paid time off
• Professional development opportunities
• Supportive and collaborative work environment

Why Falcon Wealth Planning?

At Falcon Wealth Planning, every team member contributes to our success. We are committed to providing a professional, collaborative workplace where employees are supported, challenged, and given opportunities to grow. If you’re looking to build your administrative career with a respected and growing financial services firm, we’d love to hear from you.