Office Coordinator

Secured Retirement; Saint Louis Park (MN); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Full benefits

Training support

Team environment

Job summary

Secured Retirement in Minnesota is seeking an Office Coordinator to lead daily office operations and deliver a five-star experience for clients, guests, and team members. This role sits at the intersection of client experience, administrative support, and facilities, enabling smooth business activities.

You will greet visitors, manage calendars, prepare conference rooms, coordinate meetings, maintain CRM records, assist advisors, handle mail, and oversee office supplies.

Qualifications

• 2+ years in administrative or front-desk roles.
• Strong verbal and written communication.
• Detail-oriented with excellent organization.

Responsibilities

• Greet clients and guests professionally and manage lobby.
• Coordinate calendars and schedule meetings.
• Prepare conference rooms and maintain CRM records.
• Answer calls, scan documents, and route mail.
• Collaborate with advisors and support post-meeting wrap-up.

Skills

Administrative experience

Microsoft Office

Communication skills

Organizational skills

CRM familiarity

Tools

Salesforce

Job description

Secured Retirement is a privately held financial services firm specializing in retirement planning and investment strategies for individuals preparing for or currently enjoying retirement. Our reputation is built on trust, education, and operational excellence. As we continue to grow, our standard remains unchanged: exceptional clients are served by extraordinary people, supported by disciplined systems and clear accountability.

As Office Coordinator, you'll own daily office operations and deliver professional five-star experience for clients, guests, and team members. This dynamic role sits at the intersection of client experience, administrative support, and office operations.

What you'll do:

Client Experience & Front Desk Ownership:

• Greet clients and guests warmly and professionally
• Prepare conference rooms and common areas daily
• Notify advisors of client arrivals and assist with introductions
• Maintain lobby displays, branded materials, and reception environment
• Offer refreshments and ensure welcoming client experience
• Manage calendars and coordinate meetings
• Answer, screen, and route phone calls professionally
• Scan, file, and distribute documents accurately
• Support advisors with post-meeting wrap-up processes
• Maintain accurate CRM records (Salesforce or similar)

Office Operations & Facilities:

• Open and close the office, including alarms, lights, and systems
• Ensure kitchen, conference rooms, and common areas are stocked and organized
• Handle incoming/outgoing mail and packages
• Operate office technology systems including TVs, music, phone system and access controls
• Track and reorder office supplies, beverages, and materials
• Coordinate with vendors (e.g., Amazon, Costco, Office Depot)
• Communicate purchasing needs and inventory updates to the team
• Update digital reception displays and internal signage
• Operate and maintain mailing and postage equipment

What We're Looking For:

• 2+ years of administrative, office coordination, or front-desk experience
• Strong verbal and written communication skills
• High attention to detail and organizational skills
• Ability to manage multiple priorities in a fast-paced environment
• Interpersonal Resiliency
• Proficiency with Microsoft Office tools

Bonus Points:

• Experience with Salesforce or similar CRM platforms
• Experience with an Investment Advisory Firm or Retirement Planner

What You'll Get:

• Full benefits package
• Paid training and licensing support
• Collaborative, Helpful Team Environment

Schedule:

• Standard office hours

Advisor Talent Solutions, part of the AE Management, LLC family of companies, supports independent advisor businesses with their hiring needs. We are not the employer for this position. If you are selected, your employer will be the hiring business. Our team is your main point of contact initially and will guide you through the application process.