Office Coordinator

Alphastar Capital Management; Cincinnati (OH); On-site; USD 40,000 - 56,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

PTO + paid holidays

Disability coverage

Life insurance

Job summary

Alphastar Capital Management, based in Cincinnati, OH, seeks an Office Coordinator to deliver exceptional client experiences while supporting Advisors and day-to-day operations.

The candidate should be organized, detail-oriented, and capable of multitasking in a fast-paced, client-facing environment. Professional attire is required daily and the role offers comprehensive benefits and growth opportunities.

Qualifications

• High school diploma or GED required; associate or bachelor’s degree preferred.
• Minimum of two years of administrative, office coordination, client service, or related professional experience required.
• Experience in a client-facing office environment preferred; financial services industry experience is a plus.
• Proficiency with Microsoft Office Suite required; Redtail CRM system experience preferred.

Responsibilities

• Serve as the first point of contact for clients, prospective clients and visitors, creating a warm, welcoming and professional first impression of the firm.
• Manage incoming calls, check voicemails, schedule/confirm appointments, coordinate calendars and communicate with clients in a timely and professional manner.
• Prepare for client meetings by confirming appointments and assembling materials ahead of time; ensure conference rooms and client spaces are organized and ready.
• Maintain accurate client records, meeting notes, tasks, and follow-up activities within the CRM.

Skills

Client service

Organization

Communication

Multitasking

Confidentiality

Attention to detail

Professional demeanour

Relationship building

Education

High school diploma or GED

Associate or Bachelor's degree preferred

Tools

Microsoft Office

Redtail CRM

Job description

Gray Hurst Wealth Advisors, a team within Alphastar Wealth Management, a successful financial planning firm in Cincinnati, OH, is seeking a full-time Office Coordinator.

The Office Coordinator is responsible for creating exceptional client experience while simultaneously supporting the Advisors and office day-to-day operations. As the first point of contact for many clients, prospective clients and visitors, this role plays a critical part in shaping the company’s first impression and representing the firm’s professionalism, service and culture.

The ideal candidate for this role is welcoming, well organized, detail oriented and able to multitask while maintaining speed and accuracy.

Since this is a highly visible and client-facing role, professional business attire is required daily.

Key Responsibilities

• Serve as the first point of contact for clients, prospective clients and visitors, creating a warm, welcoming and professional first impression of the firm.
• Manage incoming calls, check voicemails, schedule/confirm appointments, coordinate calendars and communicate with clients in a timely and professional manner.
• Prepare for client meetings by confirming appointments according to the appropriate timeline set in place. Assemble materials needed ahead of time, ensure conference rooms and client spaces are organized and presentation ready.
• Maintain accurate client records, meeting notes, tasks, and follow-up activities within the CRM.
• Coordinate incoming and outgoing mail, office supplies and other administrative tasks assigned.
• Assist with seminars, client events, special projects and other initiatives that support office operations and business growth.

Qualifications

• High school diploma or GED required; associate or bachelor’s degree preferred.
• Minimum of two years of administrative, office coordination, client service, or related professional experience required.
• Experience in a client-facing office environment preferred; financial services industry experience is a plus.
• Proficiency with Microsoft Office Suite required; Redtail CRM system experience, preferred.
• Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Excellent organizational skills and strong attention to detail.
• Demonstrates the ability to maintain accuracy and consistency in all areas of the role.
• Exceptional verbal and written communication abilities.
• Polished interpersonal skills with a client-first attitude.
• Ability to manage multiple priorities in a time-sensitive environment.
• Professional presence and high standards of confidentiality.
• Adaptable, proactive, and open to learning systems, processes, and responsibilities.
• The ability to build and foster relationships internally and externally.
• Employee-only costs covered Medical, Dental and Vision insurance. Additional family members may be added and will be deducted from employees’ bi-weekly pay.
• Generous PTO policy along with 10 paid holidays per year.
• Ancillary benefits are offered including but not limited to short-term disability, longer term care coverage, legal support and more.
• Group life insurance policy for all employees. Additional coverage is available with premiums deducted from employees’ bi-weekly pay.