Client Services & Office Coordinator

Aon plc; San Rafael, Northern (CA, KY); Hybrid; USD 51,000 - 61,000; Full time

Job summary

Wealthspire is seeking an organized Office Coordinator to join our client service team in San Rafael. You will support Advisors across daily operations, manage calendars, and handle rooms, gifts, and deliveries.

Attention to detail and proactive communication are essential. Ideal candidates have a bachelor’s degree (preferred) and at least two years of experience, with strong Excel/CRM skills and a professional appearance.

Qualifications

• Bachelor’s degree preferred.
• At least two years of relevant work experience.
• Numerical accuracy and attention to detail a must.
• Ability to prioritize tasks and work in a team environment.
• Professional appearance and manner.
• Strong written and verbal communication skills.

Responsibilities

• Meet and greet clients and prospects.
• Answer phones.
• Manage the company calendar, schedule client & internal meetings.
• Set-up and break down meeting rooms for client meetings, and internal group meetings.
• Responsible for sending client ad-hoc gifts requested by Advisors.
• Responsible for staff recognition and modeling culture – order lunch, decorate for birthdays.
• Manage incoming mail and deliveries.
• Manage supply room – keeping items stocked and orderly.
• Order office and kitchen supplies.
• Coordinate with facilities management as needed to keep office orderly and clean.
• Assist with printing quarterly client reports & invoices when necessary.
• Assist with setting up new CRM Records and Document folders.
• General administrative assistant support.
• Trouble shoot technology as needed.
• Assist with special projects as requested.
• Participate in and assist with client and other marketing events (off-hours may be requested).
• Be the general go to person as items arise and step in to help as needed.
• Proficient with in-house office systems - Client Relationship Management and Document Management Systems (e.g., Salesforce, Box, Calendly).
• Excellent computer skills with Microsoft Office® Suite

Skills

Communication skills

Detail orientation

Time management

Team collaboration

Professional appearance

Education

Bachelor's degree

Tools

Salesforce

Box

Calendly

Microsoft Office

Job description

Wealthspire is seeking an organized Office Coordinator to join our client service team in San Rafael. You will support Advisors across daily operations, manage calendars, and handle rooms, gifts, and deliveries.

Attention to detail and proactive communication are essential. Ideal candidates have a bachelor’s degree (preferred) and at least two years of experience, with strong Excel/CRM skills and a professional appearance.