Administrative & Operations Coordinator

Chemistry Wealth Management; New York (NY); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Employee Assistance Program (EAP)

Employee discount programs

401(k) with employer contribution

Job summary

Chemistry Wealth Management is seeking an Administrative & Operations Coordinator to support daily operations for a growing team in New York. The role focuses on exceptional client service, administrative tasks, and operational support to advisors.

The ideal candidate is detail-oriented, proactive, and committed to delivering a premier client experience in a fast-paced environment. Benefits and growth opportunities are offered within a collaborative, client-focused firm.

Qualifications

• Bachelor's degree or equivalent experience.
• 3+ years of client service, administrative, or operations experience.

Responsibilities

• Serve as the first point of contact for clients and visitors.
• Deliver a warm, professional, and welcoming client experience.
• Schedule appointments, manage advisor calendars, and coordinate meeting logistics.
• Prepare meeting materials and client communications.
• Track client follow-ups, milestones, and special events.
• Assist with client applications, paperwork, and operational processing.
• Coordinate with custodians and third-party partners to resolve account and service-related issues.
• Maintain accurate records within the firm's CRM and document management systems.
• Track correspondence and ensure timely follow-up on outstanding items.
• Support office operations, including mail handling, supplies, conference rooms, and general administrative tasks.
• Assist with client events, seminars, and special projects.
• Support advisors and team members with day-to-day operational needs.
• Identify opportunities to improve processes and enhance the client experience.

Skills

Bachelor's degree

3+ years client service / admin / ops

Verbal & written communication

Organizational skills

MS Office proficiency

Customer service mindset

Multitasking / prioritization

Education

Bachelor's degree or equivalent experience

Tools

CRM systems (Redtail/Wealthbox/Salesforce)

Job description

Chemistry Wealth is seeking a highly organized, client-focused Administrative & Operations Coordinator to support the daily operations of our growing wealth management firm.

This role serves as a key point of contact for clients while providing administrative and operational support to advisors and team members. The ideal candidate is detail-oriented, proactive, and passionate about delivering exceptional service in a professional, fast-paced environment.

Key Responsibilities - May change over time to meet the needs of the firm and can include other duties as assigned.

Client Service:

• Serve as the first point of contact for clients and visitors.
• Deliver a warm, professional, and welcoming client experience.
• Schedule appointments, manage advisor calendars, and coordinate meeting logistics.
• Prepare meeting materials and client communications.
• Track client follow-ups, milestones, and special events.

Administration & Operations:

• Assist with client applications, paperwork, and operational processing.
• Coordinate with custodians and third-party partners to resolve account and service-related issues.
• Maintain accurate records within the firm's CRM and document management systems.
• Track correspondence and ensure timely follow-up on outstanding items.
• Support office operations, including mail handling, supplies, conference rooms, and general administrative tasks.

Team Support:

• Assist with client events, seminars, and special projects.
• Support advisors and team members with day-to-day operational needs.
• Identify opportunities to improve processes and enhance the client experience.

Qualifications

Required:

• Bachelor's degree or equivalent experience.
• 3+ years of client service, administrative, or operations experience.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong customer service mindset and professional phone presence.
• Ability to manage multiple priorities and work independently.

Preferred:

• Experience in wealth management, financial services, banking, insurance, or a professional services firm.
• Familiarity with CRM systems such as Redtail, Wealthbox, or Salesforce.
• Knowledge of financial industry compliance and documentation requirements.

At Chemistry Wealth, we believe our people are our greatest asset. We offer a comprehensive benefits package designed to support your health, financial well-being, and professional growth.

• Medical, dental, and vision insurance
• Employee Assistance Program (EAP)
• Employee discount programs
• 401(k) with automatic employer contribution after one year of employment

Time Off:

• Paid Time Off (PTO)
• Paid holidays

Professional Growth:

• Ongoing training and development opportunities
• Career advancement within a growing firm

Why Join Chemistry Wealth?

You’ll be part of a collaborative, client-focused team that values professionalism, growth, and exceptional service. This is an opportunity to build a rewarding career while making a meaningful impact on our clients and our firm.

If you’re organized, service-oriented, and eager to grow in a dynamic wealth management environment, we’d love to hear from you.