Administrative & Operations Coordinator

Chemistry Wealth Management; United States; On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Employee Assistance Program (EAP)

Employee discount programs

401(k) with employer contribution

PTO and holidays

Ongoing training and development

Job summary

Chemistry Wealth seeks a highly organized Administrative & Operations Coordinator to support the daily operations of our growing wealth management firm. You will be the first point of contact for clients, handle calendars, prepare materials, and coordinate with custodians and partners to resolve service issues.

Ideal candidates have a Bachelor's degree, 3+ years of client service or administrative experience, and proficiency with Microsoft Office and CRM software.

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.

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.

Skills

Client service

Organization

Communication

Microsoft Office

Independent work

Calendar management

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

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.