Administrative Coordinator/Receptionist

Blue Ocean Wealth Solutions, LLC- A MassMutual Firm; Village of East Hills (NY); On-site; USD 47,000 - 52,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) Retirement Plan

Paid Time Off

Job summary

Blue Ocean Wealth Solutions, LLC seeks an Office Administrative Coordinator/Receptionist to manage front desk operations, mail handling, and general office administration in East Hills, NY. The role requires a professional, proactive approach and experience in an office environment, preferably within financial services or wealth management.

The position is in-office, with responsibilities spanning meeting room setup, document processing for Compliance, and weekly/ monthly administrative tasks.

Qualifications

• Strong written and verbal communication skills.
• Experience in office administration, operations, executive support, or a similar role.
• Professional, dependable, proactive, and service-oriented approach.
• Experience in a financial services, insurance, wealth management, or professional-services environment is a plus.

Responsibilities

• Front Desk & Daily Office Operations: prepare front desk, conference rooms, and common areas; ensure a professional, organized, welcoming environment; set up meeting rooms and monitor office activity.
• Mail, Shipping & Fax Administration: manage incoming/outgoing mail and documents; copy checks and forms for Compliance; maintain postage machine.
• Weekly Administrative Responsibilities: complete New Business spreadsheet via Compass/A360; maintain records; track and mail MetLife checks weekly.
• Monthly & Ongoing Office Administration: coordinate monthly WiFi password updates; maintain backup inventory; identify maintenance and facility needs.

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