Front Desk Administrative Associate

Heritage Wealth Advisors; Wexford (Allegheny County); On-site; USD 48,000 - 56,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) with company match

Paid time off

Job summary

Heritage Wealth Advisors is seeking a highly organized Administrative Associate - Office Coordinator to support daily office operations and help deliver an exceptional experience for clients and colleagues in our Wexford office. The role blends front-desk responsibilities with office coordination, administrative support, and event logistics in a professional, collaborative environment.

You will help maintain a polished, client-ready workplace while coordinating the details, resources, and

Qualifications

• 2+ years of experience in administrative support, office coordination, customer service, or a related field.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience in financial services, accounting, legal, or another professional services environment is beneficial but not required.
• Familiarity with CRM systems, SharePoint, or document management platforms is preferred.

Responsibilities

• Create a welcoming client experience, serving as the first point of contact for clients, visitors, and guests and supporting visitor logistics and day-to-day office activities.
• Manage office communications, coordinating incoming calls, mail, correspondence, and general office communications.
• Maintain a polished, client-ready environment, ensuring reception areas, conference rooms, and shared spaces are organized and prepared.
• Coordinate office operations, managing supplies, inventory, vendor relationships, purchasing, and routine workplace logistics.
• Support facilities and service needs, liaising with property management and service providers for office maintenance and facility requests.
• Help employees get set up for success, supporting onboarding, workspace setup, and related office logistics.
• Provide administrative support, maintaining filing systems, records, and office documentation while assisting with scheduling, expense reimbursements, and special projects.
• Organize tax documentation, processing and tracking tax return materials with accuracy and attention to detail.
• Coordinate events and gatherings, assisting with client events, team meetings, and firm activities.
• Improve how the office works, partnering with the Administrative Manager and colleagues to streamline processes and enhance the employee and client experience.

Skills

Administrative support

Office coordination

Customer service

Communication skills

Microsoft Office

Tools

CRM systems

SharePoint

Document management

Job description

Heritage Wealth Advisors is seeking a highly organized, service-oriented Administrative Associate - Office Coordinator to support daily office operations and help deliver an exceptional experience for clients and colleagues.

In this role, you will serve as the hub of our Wexford office, balancing front-desk responsibilities, office coordination, administrative support, and event logistics in a professional, collaborative environment.

You will help maintain a polished, client-ready workplace while coordinating the details, resources, and processes that keep the office running smoothly.

The Work

• Create a welcoming client experience, serving as the first point of contact for clients, visitors, and guests and supporting visitor logistics and day-to-day office activities.
• Manage office communications, coordinating incoming calls, mail, correspondence, and general office communications.
• Maintain a polished, client-ready environment, ensuring reception areas, conference rooms, and shared spaces are organized and prepared.
• Coordinate office operations, managing supplies, inventory, vendor relationships, purchasing, and routine workplace logistics.
• Support facilities and service needs, liaising with property management and service providers for office maintenance and facility requests.
• Help employees get set up for success, supporting onboarding, workspace setup, and related office logistics.
• Provide administrative support, maintaining filing systems, records, and office documentation while assisting with scheduling, expense reimbursements, and special projects.
• Organize tax documentation, processing and tracking tax return materials with accuracy and attention to detail.
• Coordinate events and gatherings, assisting with client events, team meetings, and firm activities.
• Improve how the office works, partnering with the Administrative Manager and colleagues to streamline processes and enhance the employee and client experience.

The Associate We're Looking For

• You're service-oriented and professional, with a natural ability to create a welcoming experience for clients, visitors, and colleagues.
• You take ownership of the details, recognizing that organization, accuracy, discretion, and follow-through are essential to a well-run office.
• You manage competing priorities calmly, staying responsive and organized in a fast-paced professional environment.
• You communicate clearly, using strong written and verbal communication skills across a range of office and client-service interactions.
• You collaborate naturally, working effectively with colleagues, vendors, property management, and service providers.
• You look for better ways of working, identifying practical process improvements that strengthen efficiency and service.

Qualifications

• 2+ years of experience in administrative support, office coordination, customer service, or a related field.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience in financial services, accounting, legal, or another professional services environment is beneficial but not required.
• Familiarity with CRM systems, SharePoint, or document management platforms is preferred.

The anticipated salary range for this position is $48,000 - $56,000, based on experience and capabilities, with additional bonus potential.

Heritage also offers:

• Comprehensive medical, dental, vision, life, and disability insurance.
• 401(k) with profit sharing.
• Financial support for professional development and continuing education.
• Paid vacation, sick leave, and holidays.
• A flexible and supportive work environment.
• Parental and family leave benefits.

About Heritage

Heritage Wealth Advisors is an independently owned Registered Investment Advisor and multi-family office serving ultra-high-net-worth families, individuals, and institutions.

Since 2005, we have helped clients protect, grow, share, and sustain wealth across generations. Our work brings together interconnected disciplines: Family Office, Financial Planning, Investment Management, Tax Planning & Compliance, Philanthropy, and Institutions.

With offices in Richmond and Charlottesville, Virginia, and Pittsburgh, Pennsylvania, Heritage is built around a collaborative model: specialists working together around the client, with a long-term view of both wealth and legacy.