Office Coordinator

Vocare Wealth Advisors; Reston (VA); Sur place; USD 48 000 - 55 000; Plein temps

Avantages offerts par ce poste

Annual salary of $48,000–$55,000

20 days vacation/personal PTO

8 days paid sick leave

14 holidays per year

401(k) with company match (up to 4%)

Health insurance premium reimbursement

Résumé du poste

Vocare Wealth Advisors, an independent financial advisory firm in Reston, VA, seeks a personable Client Services & Office Coordinator to manage front desk, scheduling, and general administrative duties. This role is fully in-office with a Monday–Friday 9:00 AM–5:00 PM schedule and a focus on delivering exceptional client experiences.

You will greet clients, answer calls, coordinate meetings, handle documents, and support advisors while maintaining confidentiality and professionalism.

Qualifications

• High school diploma or equivalent.
• Excellent interpersonal, verbal and written communication skills.
• Friendly, approachable personality with a polished, professional demeanor.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities, take initiative, and follow through on responsibilities.
• Proficiency with Microsoft Office, Outlook, and general office technology.
• Ability to handle confidential and sensitive information with discretion.
• Maintain a polished, professional appearance and adhere to business professional dress standards.
• Dependable attendance and commitment to working in person Monday through Friday, 9:00 AM–5:00 PM.
• Willingness to assist with both client-facing hospitality and administrative responsibilities.
• Must successfully complete a pre-employment background check as a condition of employment.
• Must comply with firm’s personal securities trading and investment account disclosure requirements.

Responsabilités

• Greet clients and visitors warmly and professionally.
• Answer phone calls and assist with inquiries.
• Prepare conference rooms and manage meeting logistics.
• Maintain a clean, organized reception and office space.
• Monitor and replenish office supplies and refreshments.
• Schedule and confirm client meetings and coordinate calendars.
• Process and deposit checks and maintain documentation.
• Assist with email organization and administrative tracking.
• Support with compliance approval requests and tax document collection.
• Provide support to Relationship Manager and team as needed.
• Contribute to a collaborative, team-oriented office environment.

Connaissances

Interpersonal skills

Verbal communication

Written communication

Organizational skills

Attention to detail

Multitasking

Discretion with confidential info

In-person professionalism

Formation

High school diploma

Associate or bachelor’s degree (preferred)

Outils

Microsoft Office

Outlook

General office technology

Description du poste

Vocare Wealth Advisors is an independent financial advisory firm located in Reston, Virginia. We specialize in providing thoughtful, personalized financial planning and wealth management services to individuals and families.

We believe exceptional client service goes beyond financial advice. It begins with a warm welcome, thoughtful attention to detail, and a genuine commitment to making every client feel valued.

We are seeking a personable, organized, and dependable Client Services & Office Coordinator to join our growing team.

About the Position

As the first person our clients and visitors see when entering our office, you will play an important role in creating a welcoming, professional, and exceptional client experience.

This position combines front-desk reception, office coordination, scheduling, and administrative support for our financial advisory team.

The ideal candidate genuinely enjoys interacting with people, takes initiative, pays close attention to details, and is comfortable balancing client interactions with administrative responsibilities.

This is a fully in-office position. Remote or hybrid work is not available for this role.

Work Schedule & Lunch: Monday through Friday, 9:00 AM–5:00 PM (40 hours per week). The position includes a 30-minute paid lunch, taken at a flexible time based on the day's meeting schedule and office needs. As this is a front-desk position, the employee must remain available to answer phones and greet visitors as needed.

Key Responsibilities

Client Experience & Front Office

• Greet clients, prospective clients, and visitors in a warm, friendly, and professional manner.
• Answer incoming phone calls and assist with inquiries.
• Prepare conference rooms for meetings, including presentation technology, refreshments, cleanliness, and room setup.
• Maintain a clean, organized, and professional reception area and office environment.
• Monitor and replenish office supplies, beverages, and refreshments.
• Ensure clients and visitors feel welcomed, comfortable, and well cared for throughout their visit.

Scheduling & Administrative Support

• Schedule and confirm client meetings, including progress reviews, strategy sessions, and other appointments.
• Manage financial advisors' calendars and coordinate meeting logistics.
• Scan, organize, and securely maintain client documentation.
• Process and deposit checks in accordance with company procedures and record retention requirements.
• Assist with email organization, correspondence, administrative tracking, and general office responsibilities.
• Submit and track compliance approval requests.
• Assist with the annual collection and tracking of client tax documents.
• Support financial advisors and the client service team with administrative tasks and follow-up.
• Maintain accurate records while adhering to company confidentiality and compliance procedures.

Team & Event Support

• Assist with client appreciation events and special initiatives.
• Provide administrative assistance to the Client Relationship Manager, Practice Coordinator, Event Coordinator, and financial planning team as needed.
• Contribute to a collaborative, supportive, and team-oriented office environment.

Qualifications

Required

• High school diploma or equivalent.
• Excellent interpersonal, verbal and written communication skills.
• Friendly, approachable personality with a polished, professional demeanor.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities, take initiative, and follow through on responsibilities.
• Proficiency with Microsoft Office, Outlook, and general office technology.
• Ability to handle confidential and sensitive information with discretion.
• Maintain a polished, professional appearance and adhere to business professional dress standards appropriate for a client-facing financial advisory office.
• Dependable attendance and commitment to working in person Monday through Friday, 9:00 AM–5:00 PM.
• Willingness to assist with both client-facing hospitality and administrative responsibilities.
• Must successfully complete a pre-employment background check as a condition of employment, in accordance with applicable laws.
• Must be willing to comply with the firm's personal securities trading and investment account disclosure requirements, including providing investment account statements to the firm's compliance team as required.

Preferred

• Two or more years of experience in a professional office, administrative support, or client service role.
• Previous experience in financial services, wealth management, insurance, or a related professional services environment.
• Familiarity with financial services applications, client relationship management systems, or document management platforms.
• Associate or bachelor’s degree.

Vocare Wealth Advisors offers a competitive salary and comprehensive benefits package designed to support our employees' professional and personal well-being.

• Annual salary of $48,000–$55,000, depending on experience.
• Up to 20 days of accrued vacation/personal PTO annually.
• Up to 8 days of accrued paid sick leave annually.
• 14 company-paid holidays.
• 401(k) retirement plan with a company match of 100% of the first 4% of eligible contributions, subject to plan eligibility.
• Health insurance premium reimbursement of up to $500 per month or 50% of eligible premiums, whichever is less, subject to eligibility.
• Company-paid short-term disability and long-term disability insurance.
• Company-paid basic life insurance and accidental death and dismemberment coverage.
• Up to two weeks of paid parental leave for eligible employees.
• Opportunities for professional development and growth.

Benefits are subject to applicable eligibility requirements and plan terms.

Vocare Wealth Advisors is an equal opportunity employer.