Client Experience Office Coordinator

Heritage Wealth Advisors; Wexford (Allegheny County); On-site; USD 48,000 - 56,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) with company match

Paid time off

Job summary

Heritage Wealth Advisors is seeking a highly organized Administrative Associate - Office Coordinator to support daily office operations and help deliver an exceptional experience for clients and colleagues in our Wexford office. The role blends front-desk responsibilities with office coordination, administrative support, and event logistics in a professional, collaborative environment.

You will help maintain a polished, client-ready workplace while coordinating the details, resources, and

Qualifications

• 2+ years of experience in administrative support, office coordination, customer service, or a related field.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience in financial services, accounting, legal, or another professional services environment is beneficial but not required.
• Familiarity with CRM systems, SharePoint, or document management platforms is preferred.

Responsibilities

• Create a welcoming client experience, serving as the first point of contact for clients, visitors, and guests and supporting visitor logistics and day-to-day office activities.
• Manage office communications, coordinating incoming calls, mail, correspondence, and general office communications.
• Maintain a polished, client-ready environment, ensuring reception areas, conference rooms, and shared spaces are organized and prepared.
• Coordinate office operations, managing supplies, inventory, vendor relationships, purchasing, and routine workplace logistics.
• Support facilities and service needs, liaising with property management and service providers for office maintenance and facility requests.
• Help employees get set up for success, supporting onboarding, workspace setup, and related office logistics.
• Provide administrative support, maintaining filing systems, records, and office documentation while assisting with scheduling, expense reimbursements, and special projects.
• Organize tax documentation, processing and tracking tax return materials with accuracy and attention to detail.
• Coordinate events and gatherings, assisting with client events, team meetings, and firm activities.
• Improve how the office works, partnering with the Administrative Manager and colleagues to streamline processes and enhance the employee and client experience.

Skills

Administrative support

Office coordination

Customer service

Communication skills

Microsoft Office

Tools

CRM systems

SharePoint

Document management

Job description

Heritage Wealth Advisors is seeking a highly organized Administrative Associate - Office Coordinator to support daily office operations and help deliver an exceptional experience for clients and colleagues in our Wexford office. The role blends front-desk responsibilities with office coordination, administrative support, and event logistics in a professional, collaborative environment.

You will help maintain a polished, client-ready workplace while coordinating the details, resources, and