Administrative Coordinator/Receptionist

Blue Ocean Wealth Solutions, LLC- A MassMutual Firm; New York (NY); On-site; USD 47,000 - 52,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

401(k) Retirement Plan

Paid Time Off (PTO)

Job summary

Blue Ocean Wealth Solutions, LLC in East Hills, NY, is seeking an Office Administrative Coordinator/Receptionist to ensure efficient daily operations. You will manage front-desk tasks, mail, records, and facility needs, acting as a central point of contact for clients and staff.

The role requires strong communication, Excel/Outlook/Word proficiency, and the ability to multitask in a professional, service-oriented environment.

Qualifications

• Strong written and verbal communication skills.
• Experience in office administration, operations, executive support, or a similar role.
• Proficiency with Microsoft Excel, Outlook, Word, and general office technology.
• Ability to prioritize and manage multiple responsibilities independently.
• Professional, dependable, proactive, and service-oriented approach.
• Experience in a financial services, insurance, wealth management, or professional-services environment is a plus.

Responsibilities

• Prepare the front desk, conference rooms, and common areas each morning to ensure the office is professional and meeting ready.
• Ensure the office maintains a professional, organized, and welcoming environment for clients, advisors, employees, and visitors.
• Set up meeting rooms, organize tables, check whiteboards, and ensure kitchen and restroom areas are properly stocked. Monitor office scheduling and reconcile office activity.
• Receive, open, sort, review, and distribute incoming client and advisor mail.
• Copy checks and returned forms for Compliance and identify incomplete, missing, or unsigned documentation requiring follow-up.
• Process outgoing mail and UPS shipments while ensuring required copies and documentation are retained before items are sent. Maintain postage machine.
• Complete the weekly New Business spreadsheet by researching and verifying client information through Compass/A360.
• Maintain accurate and timely administrative records, with this process generally requiring approximately 3–4 hours per week, depending on business volume.
• Track, process, and mail MetLife payment checks weekly while maintaining supporting documentation and records.
• Coordinate monthly WiFi password updates throughout the office.
• Maintain sufficient backup inventory to prevent supply shortages.
• Identify and communicate maintenance, facility, cleaning, storage, mailroom, and other work-order needs.

Skills

Communication

Office administration

Multitasking

Professionalism

Financial services experience (a plus)

Tools

Microsoft Excel

Outlook

Word

Job description

Blue Ocean Wealth Solutions, LLC- East Hills, Long Island, NY

Job Title: Office Administrative Coordinator/Receptionist

The Office Administrative Coordinator/Receptionist is responsible for ensuring the office operates efficiently, professionally, and consistently each day. This position serves as a key point of coordination for front-desk operations, office readiness, mail and shipping, administrative records, supplies, meeting rooms, and general facility needs. This individual should take ownership of daily office operations and identify issues before they become problems.

Front Desk & Daily Office Operations

• Prepare the front desk, conference rooms, and common areas each morning to ensure the office is professional and meeting ready.
• Ensure the office maintains a professional, organized, and welcoming environment for clients, advisors, employees, and visitors.
• Set up meeting rooms, organize tables, check whiteboards, and ensure kitchen and restroom areas are properly stocked. Monitor office scheduling and reconcile office activity.

Mail, Shipping & Fax Administration

• Receive, open, sort, review, and distribute incoming client and advisor mail.
• Copy checks and returned forms for Compliance and identify incomplete, missing, or unsigned documentation requiring follow-up.
• Process outgoing mail and UPS shipments while ensuring required copies and documentation are retained before items are sent. Maintain postage machine.

Weekly Administrative Responsibilities

• Complete the weekly New Business spreadsheet by researching and verifying client information through Compass/A360.
• Maintain accurate and timely administrative records, with this process generally requiring approximately 3–4 hours per week, depending on business volume.
• Track, process, and mail MetLife payment checks weekly while maintaining supporting documentation and records.

Monthly & Ongoing Office Administration

• Coordinate monthly WiFi password updates throughout the office.
• Maintain sufficient backup inventory to prevent supply shortages.
• Identify and communicate maintenance, facility, cleaning, storage, mailroom, and other work-order needs.

Qualifications & Skills

• Strong written and verbal communication skills.
• Experience in office administration, operations, executive support, or a similar role.
• Proficiency with Microsoft Excel, Outlook, Word, and general office technology.
• Ability to prioritize and manage multiple responsibilities independently.
• Professional, dependable, proactive, and service-oriented approach.
• Experience in a financial services, insurance, wealth management, or professional-services environment is a plus.

Compensation & Benefits

• Annual Salary range yearly: $47,000 - $52,000- In office position in East Hills
• Medical, Dental, Vision Insurance, 401(k) Retirement Plan, Paid Time Off (PTO)

Equal Opportunity Employer

Blue Ocean Wealth Solutions, LLC is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion or creed, sex, pregnancy or pregnancy‑related conditions, sexual orientation gander identity or expression, national origin, citizenship, age, disability, marital or familial status, military or veteran status, genetic information or predisposition, domestic violence victim status, or any other characteristic protected by applicable federal, state, or local law. Rec