Experience & Administrative Coordinator

Pitcairn; San Francisco (CA); On-site; USD 75,000 - 100,000; Full time

Job summary

Pitcairn’s San Francisco office needs an Experience & Administrative Coordinator to keep operations running smoothly for employees, vendors, and service providers.

You will oversee workplace operations, document control, vendor coordination, and onboarding/offboarding support, while protecting confidential information and collaborating with Talent & Culture and local leadership to support a high-discretion, client-ready environment.

Qualifications

• Bachelor's degree preferred or equivalent professional experience.
• 5+ years of experience in office management, workplace operations, executive support, business operations, or administrative coordination.
• Proven discretion with confidential documents, financial information, employee information, and sensitive records.
• Experience coordinating vendors, building management, service providers, or professional advisors.
• Strong organization, communication, project management, judgment, and follow-through; proficiency with Microsoft Office, SharePoint/OneDrive, Adobe/PDF tools, digital filing, and office equipment.
• Experience in a family office, financial services, investment advisory, legal, accounting, or other high-discretion professional services environment is preferred but not required.

Responsibilities

• Office and workplace operations: Maintain a professional, organized, client-ready office; coordinate supplies, meetings, catering, events, access, building requests, and emergency procedures.
• Mail, documents, and records: Receive, scan, route, track, and securely maintain mail, invoices, checks, notices, permanent files, entity binders, minute books, vault inventories, and original documents.
• Vendor and facilities coordination: Manage routine service providers, maintain vendor procedures and contacts, track requests, and identify opportunities to improve service, efficiency, and cost effectiveness.
• Financial administration: Route invoices and payment documents, support office credit card and expense processes, maintain petty cash records, coordinate deposits, and apply appropriate confidentiality and controls.
• Employee support: Partner with Talent & Culture and local leadership on onboarding, offboarding, workspace and access readiness, employee events, communications, training, and related logistics.
• Process improvement and projects: Create practical guides, checklists, and procedures; streamline recurring workflows; and support special projects and cross-functional initiatives.

Skills

Discretion

Organization

Project management

Communication

Team coordination

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

SharePoint/OneDrive

Adobe PDF tools

Job description

Pitcairn’s innovative Shared Single-Family Office ® model provides unparalleled service to wealthy families and other family offices. Since the firm’s founding in 1923, Pitcairn has helped ultra-high-net-worth families and its members navigate the individual, interpersonal, and institutional challenges that come with wealth. We understand multigenerational family wealth in a way that few other wealth advisory firms do. Our comprehensive family office services include investment advisory, tax, trust and estate planning, risk management, philanthropy, household-level financial services as well as family education and family governance support.

THE ROLE

This dynamic role keeps Pitcairn’s San Francisco office running smoothly while serving as a central resource for employees, vendors, building management, and service providers. The Experience & Administrative Coordinator oversees workplace operations, document and records administration, vendor coordination, selected financial processes, and employee onboarding and offboarding support.

Success in this role requires a highly organized, service-oriented professional who can manage recurring tasks, operational processes, maintain accurate documentation, handle protect confidential information appropriately, and coordinate effectively with internal team members, external vendors, building management, and service providers.

KEY RESPONSIBILITIES:

• Office and workplace operations: Maintain a professional, organized, client-ready office; coordinate supplies, meetings, catering, events, access, building requests, and emergency procedures.
• Mail, documents, and records: Receive, scan, route, track, and securely maintain mail, invoices, checks, notices, permanent files, entity binders, minute books, vault inventories, and original documents.
• Vendor and facilities coordination: Manage routine service providers, maintain vendor procedures and contacts, track requests, and identify opportunities to improve service, efficiency, and cost effectiveness.
• Financial administration: Route invoices and payment documents, support office credit card and expense processes, maintain petty cash records, coordinate deposits, and apply appropriate confidentiality and controls.
• Employee support: Partner with Talent & Culture and local leadership on onboarding, offboarding, workspace and access readiness, employee events, communications, training, and related logistics.
• Process improvement and projects: Create practical guides, checklists, and procedures; streamline recurring workflows; and support special projects and cross-functional initiatives.

QUALIFICATIONS:

• Bachelor's degree preferred, or equivalent professional experience.
• 5+ years of experience in office management, workplace operations, executive support, business operations, or administrative coordination.
• Proven discretion with confidential documents, financial information, employee information, and sensitive records.
• Experience coordinating vendors, building management, service providers, or professional advisors.
• Strong organization, communication, project management, judgment, and follow-through; proficiency with Microsoft Office, SharePoint/OneDrive, Adobe/PDF tools, digital filing, and office equipment.
• Experience in a family office, financial services, investment advisory, legal, accounting, or other high-discretion professional services environment is preferred but not required.

WHAT SUCCESS LOOKS LIKE

The successful candidate is service-oriented, resourceful, and comfortable shifting between routine details and emerging priorities. They take ownership, protect confidentiality, anticipate needs, and build trust through responsive, accurate, and thoughtful execution.

• Optimistic warmth: Creates a welcoming, positive, and professional environment.
• Sound judgment: Anticipates needs, navigates complexity, and knows when to escalation.
• Ownership and work ethic: Follows through consistently and delivers high-quality work with close attention to detail.
• Empathy and self-awareness: Supports others professionally, welcomes feedback, and improves continuously.
• Growth mindset: Learns quickly, strengthens processes, and is motivated to expand the role over time.

CAREER DEVELOPMENT

This position is designed for a professional seeking a long-term path in operations. Early success will come from mastering the San Francisco office, understanding how Pitcairn serves families, and building strong internal relationships. As capability and business knowledge grow, the position may expand into broader operational ownership, HR coordination, project leadership, and firm-wide work.

ADDITIONAL INFORMATION

Pitcairn is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, ancestry, national origin, sex, gender identity, sexual orientation, age, disability, marital status, domestic partner status, parental status, or medical condition. Pitcairn complies with applicable state and local nondiscrimination laws. As an investment adviser, Pitcairn employees may be subject to limitations on personal investment activities.

Pursuant to applicable law, including the California Fair Chance Act and the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. In accordance with the California Pay Transparency Law, the anticipated initial annual base salary range for this position is $75,000.00 – $100,000.00. This range represents the anticipated low and high end of the salary for this role. Actual compensation will be determined based on factors including, but not limited to, the candidate’s qualifications, skills, experience, and location.