Operations Coordinator

Summit Financial Group, LLC; San Ramon (CA); On-site; USD 45,000 - 66,000; Full time

Job summary

Summit Financial Group, LLC is seeking an Operations Coordinator to own the front desk experience and support day-to-day operations in-office in a busy financial services team. You will welcome clients and guests, coordinate meetings and events, maintain spaces, and help ensure processes run smoothly with care and professionalism.

You will work across teams to keep CRM and internal systems up-to-date, assist with reporting, and continuously find practical improvements to office workflows and

Qualifications

• Two or more years of administrative, office coordination, hospitality, client service, or related experience preferred.
• Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with CRM platforms, calendar coordination, office technology, surveys, or workflow tools is helpful.

Responsibilities

• Own the front desk experience, welcome clients, prospects, vendors, and visitors with warmth and professionalism.
• Keep reception, conference rooms, kitchen, and shared spaces polished and stocked.
• Coordinate meetings/events, prepare spaces, and assist with lunch orders and materials.

Skills

Office coordination

Customer service

MS Office 365

Tools

CRM systems

Job description

At Summit Financial Group, the way people experience our firm matters. The Operations Coordinator helps create that experience every day by welcoming clients and guests, keeping the office organized, and ensuring the details behind the scenes are handled with care.

This is a highly visible, in-office role for someone who enjoys creating order, anticipating needs, and helping a busy financial services team run smoothly. You will own the front desk experience, support day-to-day operations, coordinate meetings and events, maintain key systems, and look for practical ways to make the office more efficient and welcoming.

About Summit

Summit Financial Group is a privately owned financial planning and wealth management firm with a simple mission: Enriching Lives. We live that mission through three core values: Be Hungry, Care About People, and Do It Right.

Our culture is collaborative, service-minded, and intentionally personal. We care about doing excellent work, supporting one another, and creating a polished client experience that still feels warm, approachable, and human.

What You’ll Own

• Client, Visitor, and Front Desk Experience
• Welcome clients, prospects, vendors, and visitors with warmth and professionalism, both in person and by phone.
• Answer and route incoming calls, respond to questions thoughtfully, and help ensure requests are handled with care and urgency.
• Keep the reception area, conference rooms, kitchen, and shared spaces polished, stocked, and ready.
• Prepare meeting spaces, greet guests, coordinate refreshments or meals, and help every visit reflect Summit’s service standards.
• Office Operations and Facilities
• Manage office supplies, kitchen inventory, printed materials, equipment, and shared resources.
• Coordinate mail, packages, courier activity, client mailings, shipment tracking, and related follow-up.
• Partner with building management, vendors, and internal teams to keep the office safe, organized, and productive.
• Support workstation readiness, signage, space planning, office organization, and day-to-day operational improvements.
• Maintain safety resources, evacuation information, and other office readiness materials.

Administrative, Event, and Team Support

• Assist with special projects using Microsoft Office tools, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Coordinate logistics for internal meetings, firm events, client events, workshops, seminars, and in-office functions.
• Support lunch orders, wholesaler visits, meeting materials, name tags, handouts, and follow-up needs.
• Review conference room and shared-space calendars, identify conflicts, adjust reservations, and communicate changes promptly.
• Coordinate meeting logistics and monitor email and other communications to ensure details, resources, and stakeholders remain aligned.
• Provide general administrative support, including copying, scanning, sorting, formatting, proofreading, filing, and document organization.

Systems, Data, and Team Support

• Maintain accurate information in CRM and other internal systems, including prospect and contact records.
• Update firm intranet and communication tools, including SharePoint, and assist with surveys or standard reporting tools.
• Prepare routine reports, letters, meeting materials, mailings, and other operational documents using Microsoft Office 365.
• Assist with client and team events, workshops, special projects, recognition programs, and firmwide initiatives.
• Provide flexible support across the firm and step into priority needs as they arise.
• Identify practical ways to improve office workflows, organization, communication, and the overall client and employee experience.
• Document recurring processes and help create consistency, clarity, and accountability in day-to-day operations.

What Success Looks Like

• Clients and visitors receive a warm, professional, and consistent experience.
• Meeting spaces, shared areas, supplies, and office resources are ready before they are needed.
• Calendar conflicts, logistics, mailings, and operational requests are handled accurately and promptly.
• CRM, SharePoint, reports, and administrative records are kept current and reliable.
• Team members know what to expect, receive timely updates, and can rely on this role to follow through.
• Operational improvements are identified and implemented with thoughtful communication and attention to detail.

The Person Who Will Thrive Here

• Warm, professional, and genuinely motivated to care for clients, visitors, and teammates.
• Highly organized, dependable, punctual, and attentive to details.
• Comfortable balancing multiple priorities, shifting quickly, and meeting deadlines without sacrificing accuracy.
• Proactive and resourceful, with the judgment to solve problems independently and the humility to ask for help when needed.
• A clear and thoughtful communicator in person, by phone, and in writing.
• Collaborative and willing to pitch in, while taking clear ownership of assigned responsibilities.
• Curious about technology and motivated to learn new systems, tools, and processes.
• Committed to confidentiality, integrity, and doing things the right way.

Qualifications

• Two or more years of administrative, office coordination, hospitality, client service, or related experience preferred.
• Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with CRM platforms, calendar coordination, office technology, surveys, or workflow tools is helpful.
• Financial services, wealth management, or another regulated professional-services environment is helpful, but not required.
• Ability to lift and move office supplies or packages weighing up to 20 pounds.

Why Summit

This is a meaningful opportunity to make a visible impact on how Summit operates and how people experience our firm. You will work across teams, learn the business, and help turn thoughtful ideas into organized, reliable execution. If you take pride in doing things well, enjoy caring for people, and want to grow with a firm that values both excellence and humanity, we would love to meet you.

Securities offered through Raymond James Financial Services, Inc., member FINRA/SIPC. Investment advisory services offered through Raymond James Financial Services Advisors, Inc. Summit Financial Group, LLC is not a registered broker/dealer and is independent of Raymond James Financial Services.