Firm Adminsitrator - Financial Services

Vaco Recruiter Services; Birmingham (AL); On-site; USD 80,000 - 100,000; Full time

Job summary

Vaco Recruiter Services seeks a highly organized Firm Administrator to support daily operations of a well established financial services firm in Birmingham. You will provide administrative and client support, manage onboarding, prepare documents, and coordinate with custodians and vendors.

The role requires strong organization, discretion, and communication skills, with 7+ years of relevant experience. This onsite position offers stability and opportunities within a professional services

Qualifications

• 7+ years of administrative or financial services experience.
• Experience in a financial advisory, wealth management, banking, insurance, or professional services environment is a plus.
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills; professional and discreet.
• Proficient in Microsoft Office, especially Outlook and Excel.

Responsibilities

• Provide administrative and operational support to the firm and handle accounting and HR responsibilities.
• Coordinate client meetings, calendars, appointments, and office communications.
• Assist with client onboarding, account paperwork, documentation, and follow-up.
• Maintain accurate and confidential client records and files.
• Prepare reports, presentations, and client materials.
• Process invoices, expenses, and basic administrative/financial functions.
• Coordinate with custodians, investment firms, vendors, and third parties.
• Monitor office supplies and general office operations.
• Assist with compliance-related documentation and recordkeeping.
• Handle calls, emails, and client inquiries with professionalism and discretion.
• Support special projects and process improvements as needed.

Skills

Administrative experience

Financial services experience

Organizational skills

Communication skills

Microsoft Excel

Tools

Microsoft Outlook

Microsoft Excel

Job description

Financial Services Firm Administrator

Onsite

Salary: $80,000 - $100,000

About the Role

We are seeking a highly organized and detail-oriented Firm Administrator to support the day-to-day operations of a well established financial services firm. This person will play an important role in keeping the office running efficiently while providing exceptional administrative and client support.

Key Responsibilities

• Provide administrative and operational support to the firm as well as accounting and HR responsiblities.
• Coordinate client meetings, calendars, appointments, and office communications
• Assist with client onboarding, account paperwork, documentation, and follow-up
• Maintain accurate and confidential client records and files
• Prepare reports, presentations, correspondence, and other client materials
• Process invoices, expenses, and other basic administrative/financial functions
• Coordinate with custodians, investment firms, vendors, and other third parties
• Monitor office supplies, vendors, and general office operations
• Assist with compliance-related documentation and recordkeeping
• Handle incoming calls, emails, and client inquiries with professionalism and discretion
• Support special projects and process improvements as needed

Qualifications

• 7+ years of administrative, office management, or financial services experience preferred
• Experience in a financial advisory, wealth management, banking, insurance, or professional services environment is a plus
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• High level of attention to detail and accuracy
• Strong Microsoft Office skills, particularly Outlook and Excel
• Ability to handle confidential and sensitive information
• Professional, dependable, and client-service-oriented

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.