Office Coordinator

Wealthspire; West Hartford (CT); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

401(k) with match

PTO & paid holidays

Job summary

Wealthspire Advisors seeks an Office Coordinator to foster a welcoming, organized workplace and provide essential administrative support. You will coordinate client meetings, manage calls and supplies, and ensure conference rooms are prepared for professional meetings.

The role emphasizes accuracy, teamwork, and superior client service. The position supports CRM records, document processing, and office operations, including vendor coordination and onboarding new staff.

Qualifications

• Bachelor’s degree preferred.
• Minimum of two years of relevant administrative or office support experience.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office; familiarity with CRM systems is a plus.

Responsibilities

• Coordinate client calls, meetings, reservations, and related logistics with Advisors and Client Service Associates.
• Track and route client documents, maintain electronic files, and process payments and mail.
• Support onboarding and maintain a welcoming, well-organized office environment.

Skills

Attention to detail

Customer service

Team collaboration

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Salesforce

Job description

Who We Are

Wealthspire is a leading wealth management, retirement advisory, and business management firm serving individuals, families, endowments, and institutions across the United States, Canada, and the United Kingdom. We provide a comprehensive platform that brings together wealth management, institutional consulting, business management, family office, and retirement plan advisory services - empowering clients to navigate complexity with clarity and confidence.

Posting Description

Wealthspire is a leading wealth management, retirement advisory, and business management firm serving individuals, families, endowments, and institutions across the United States, Canada, and the United Kingdom. We provide a comprehensive platform that brings together wealth management, institutional consulting, business management, family office, and retirement plan advisory services - empowering clients to navigate complexity with clarity and confidence.With over 1,200 employees across more than 40 offices, we deliver insights and solutions backed by deep research, technology, and decades of expertise. Our collective businesses create a unified ecosystem designed to meet clients wherever they are in their financial journey. Wealthspire is redefining the future of financial solutions through collaboration, scale, and a steadfast commitment to putting people first - our clients, our colleagues, and our communities.For more information, visit www.wealthspire.com. Wealthspire Advisors LLC, Fiducient Advisors LLC, Wealthspire Retirement, LLC , dba Wealthspire Retirement Advisory, and certain other affiliates are separately registered investment advisers.

Position Overview

The Office Coordinator plays an integral role in fostering a welcoming, well-organized, and collaborative workplace while embodying our core values: “Passion for the Client,” “Own It,” and “I Have Your Back.” This position delivers essential administrative and operational support by coordinating client meetings, managing incoming calls and office supplies, and ensuring conference rooms are consistently maintained and prepared to support a professional meeting experience.

Key Responsibilities

Client and Team Support

• Coordinate client calls, meetings, reservations, and related logistics in partnership with Advisors and Client Service Associates.
• Maintain accurate CRM records, including meeting notes, follow-up tasks, and client and prospect information.
• Support client communications, login assistance, and general administrative needs.

Document, Mail, and Payment Processing

• Track client paperwork, maintain electronic files in SharePoint, and route documents for processing.
• Record and coordinate the deposit of incoming checks in accordance with established procedures.
• Manage document preparation, filing, mail, faxes, and shipments, ensuring timely processing and delivery.

Office Operations and Events

• Manage the RingCentral phone system, troubleshoot issues, coordinate updates, and ensure backup coverage.
• Oversee office supplies, equipment, shared spaces, and facilities-related needs.
• Support new employee onboarding and maintain a welcoming, well-prepared workplace.
• Coordinate office events, community initiatives, client communications, reports, cards, and gifts.

Qualifications

• Bachelor’s degree preferred.
• Minimum of two years of relevant administrative or office support experience.
• Strong attention to detail and a high level of numerical accuracy.
• Ability to prioritize multiple tasks, meet deadlines, and collaborate effectively in a team environment.
• Professional demeanor and strong customer service orientation.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office required.
• Experience with Salesforce or another CRM system preferred; familiarity with portfolio management and document management software is a plus.

What We Offer

Wealthspire Advisors is proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, and more. The base salary range for this position is $55,000 –$65,000. The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case‑case basis. In addition to the base salary, this position may be eligible for performance-based incentives.

Wealthspire is an inclusive Equal Employment Opportunity employer.

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