Firm Adminsitrator - Financial Services

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

Job summary

Unknown Firm in Birmingham, AL is seeking a highly organized Firm Administrator to support day-to-day operations of a financial services office. The role focuses on administrative workflows, client support, onboarding, and accurate records management, with responsibilities spanning accounting, HR tasks, invoicing, and vendor coordination.

Excellent communication and discretion are essential for success. You will prepare reports, manage calendars, handle confidential data, and contribute to

Qualifications

• 7+ years of administrative, office management, or financial services experience.
• Experience in a financial advisory or wealth management environment is a plus.
• Strong organizational, time-management and attention to detail.
• Excellent written and verbal communication skills.

Responsibilities

• Provide administrative and operational support to the firm as well as 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, 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

Skills

Administrative experience

Office management

Financial services experience

Communication skills

Client service

Tools

Microsoft Office

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.