Financial Advisory - Receptionist & Office Coordinator

Kestra Financial; Morristown (NJ); On-site; USD 25,000 - 36,000; Part time

Benefits offered by this job

Full benefits

Job summary

Kestra Financial in Morristown, NJ seeks a Receptionist & Office Coordinator to keep our offices running smoothly. You will greet visitors, manage calls, schedule meetings, and coordinate office logistics across NJ and NYC.

The role emphasizes organization, strong communication, and discretion in handling confidential information, with a 30-hour workweek and full benefits. Proficiency in Microsoft Office and CRM systems helps maintain calendars, client communications, and reporting.

Qualifications

• Experience in office administration, reception, or office coordination.
• Strong organizational, multitasking, and time-management skills.
• Excellent communication and customer service abilities.
• Proficiency with Microsoft Office and CRM systems.
• Experience in a financial services or professional services environment preferred.

Responsibilities

• Answer and route incoming calls and greet visitors.
• Schedule and confirm client meetings; maintain calendars and CRM records.
• Coordinate conference room reservations for NJ and NYC offices.
• Prepare prospect and meeting materials, including folders and presentation packets.
• Manage client correspondence and distribution of materials.
• Coordinate seminar logistics and follow-up scheduling.
• Process and distribute reports, mailings, and labels.
• Maintain meeting spaces, offices, and reception area.
• Handle document management, scanning, filing, and record maintenance.
• Manage incoming/outgoing mail, shipments, and postage supplies.
• Maintain office supplies and inventory.
• Prepare meeting notes and support advisor/client workflow documentation.
• Assist with annual employee and client communications and special projects.

Skills

Office coordination

Organizational skills

Communication skills

Customer service

Attention to detail

Professionalism

Tools

Microsoft Office

CRM systems

Job description

Lead with Purpose. Partner with Impact. We are looking for a skilled Receptionist & Office Coordinator to undertake a variety of day-to-day office and clerical tasks. You will be an integral part of ensuring that our office operations run smoothly and are successful in supporting other business activities. An excellent office coordinator is, above all, an organized and competent professional with phenomenal communication skills. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed. This position is 30 hours on a weekly basis with full benefits.

What You’ll Do:

• Answer and route incoming calls.
• Schedule and confirm client meetings; maintain calendars and CRM records.
• Coordinate conference room reservations for NJ and NYC offices.
• Prepare prospect and meeting materials, including folders and presentation packets.
• Manage client correspondence, including birthday, anniversary, holiday cards, and gift distributions.
• Coordinate seminar logistics, attendee communications, and follow-up appointment scheduling.
• Process and distribute performance reports, client mailings, and labels.
• Greet clients and visitors; provide hospitality and maintain meeting spaces.
• Handle document management, including scanning, filing, faxing, and record maintenance.
• Manage incoming/outgoing mail, FedEx, UPS shipments, and postage supplies.
• Maintain office and kitchen supplies, inventory, and organization.
• Prepare meeting notes and support advisor/client workflow documentation.
• Assist with annual employee and client communications and special projects.
• Perform additional administrative and office support duties as needed.

What You Bring:

• Office administration, reception, or office coordination experience.
• Strong organizational, multitasking, and time-management skills.
• Excellent communication and customer service abilities.
• Proficiency with Microsoft Office and CRM systems.
• High attention to detail and ability to manage confidential information.
• Professional, dependable, and service-oriented mindset.
• Experience in a financial services or professional services environment preferred.