Client Services & Office Coordinator | PTO & 401(k)

Aon plc; United States; On-site; USD 59,000 - 72,000; Full time

Benefits offered by this job

Competitive salary

PTO & paid holidays

401(k) with match

Performance-based incentives

Job summary

Wealthspire is a leading wealth management, retirement advisory, and business management firm with a nationwide footprint. This Reception and Office Operations role supports client interactions, meeting logistics, and daily facilities management across multiple offices in the United States.

The role emphasizes professional communication, calendar coordination, document handling, and collaboration with HR/IT for onboarding and events.

Qualifications

• College degree preferred.
• Excellent communication, organizational, and multitasking skills with strong attention to detail.
• Professional, dependable, and committed to providing excellent client service.
• Ability to work collaboratively, take initiative, and manage competing priorities.
• Proficiency in Microsoft Office; experience with CRM systems and SharePoint is a plus.
• Ability to handle confidential information with discretion and professionalism.

Responsibilities

• Greet clients and visitors, answer incoming calls, and direct inquiries to appropriate team members.
• Assist Advisors and Client Service Associates with scheduling, client communications, CRM updates, and general administrative needs.
• Prepare conference rooms for client and internal meetings, including setup, refreshments, and cleanup.
• Maintain the professional appearance and organization of office common areas, conference rooms, and kitchens.
• Manage office supplies, snacks, beverages, and meal orders for offices throughout the region.
• Serve as a liaison with property management and external vendors for building maintenance, repairs, deliveries, and other facilities-related needs.
• Support the RingCentral phone system, office equipment, and general operational needs.
• Assist with office moves, setups, and facilities-related projects.
• Process incoming and outgoing mail, packages, faxes, and shipments, including logging and routing incoming client checks.
• Assist with document preparation, filing, SharePoint organization, and client paperwork.
• Provide general administrative support, including correspondence, reports, and other team requests.
• Partner with HR and IT to assist with employee onboarding and offboarding, including workstation setup, building access, and welcome materials.
• Provide administrative and logistical support for internal meetings, client events, community initiatives, and employee functions.
• Assist with coordinating client and employee gifts, cards, and mailings.
• Perform other duties as needed to support the team and regional operations.

Skills

Communication

Organizational skills

Multitasking

Client service

Discretion

Education

College degree preferred

Tools

Microsoft Office

CRM systems

SharePoint

Job description

Wealthspire is a leading wealth management, retirement advisory, and business management firm with a nationwide footprint. This Reception and Office Operations role supports client interactions, meeting logistics, and daily facilities management across multiple offices in the United States.

The role emphasizes professional communication, calendar coordination, document handling, and collaboration with HR/IT for onboarding and events.