Administrative & Operations Coordinator

Chemistrywealth; New York (NY); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Medical, dental & vision insurance

EAP (Employee Assistance Program)

Employee discounts

401(k) with employer contribution

Paid Time Off

Paid holidays

Growth opportunities

Job summary

Chemistry Wealth is seeking a highly organized Administrative & Operations Coordinator to support the daily operations of our growing wealth management firm. The role serves as a key contact for clients while providing administrative and operational support to advisors and team members in a fast-paced, professional environment.

The ideal candidate is detail-oriented, proactive, and passionate about delivering exceptional service.

Qualifications

• 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.
• Experience with CRM systems such as Redtail, Wealthbox, or Salesforce is preferred.

Responsibilities

• Serve as the first point of contact for clients and visitors.
• Schedule appointments, manage advisor calendars, and coordinate meeting logistics.
• Prepare meeting materials and client communications.
• Assist with client applications, paperwork, and operational processing.
• 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.
• Identify opportunities to improve processes and enhance the client experience.

Skills

Verbal and written communication

Organizational skills

Multitasking / prioritization

Microsoft Office

Customer service mindset

Independent work

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.

Additional Information:

• 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.