Description

 We proactively help clients design and implement financial strategies in order to produce profitable long-term client relationships. Because we value and care for one another, we foster a culture to pursue career ambitions yet understand we achieve more together than we can as individuals. We attract accomplished professionals to provide superior client care.

Job Description Summary: The Office Coordinator provides direct support to the DAY team, contributing to the efficient and effective operations of the office. He/she primarily serves in an administrative capacity with key responsibilities including the preparation of client paperwork and meeting materials, assisting with the planning and execution of regional events, and tending to general day-to-day office needs.

Primary Responsibilities:

1. Processes paperwork associated with new and existing clients. 

2. Prepares reports and other materials for client meetings. 

3. Prepares firm or client correspondence as needed or required using proper technology and equipment. Accurately monitors and processes outgoing communication to clients and vendors. 

4. Ensures that all client concerns are communicated to the appropriate Financial Strategist and takes proper action to resolve and/or communicate actions as needed or directed. 

5. Performs administrative duties such as filing, faxing, mailing, photocopying, and keeps appointment calendars up-to-date and accurate. 

6. Coordinate the planning and execution of regional marketing and client events as well as internal activities such as quarterly birthdays and employee appreciation activities. While the depth of planning will vary, it may include researching vendors, procuring supplies, preparing invitations and nametags, tracking RSVPs, monitoring budget, providing status updates and reports to stakeholders, serving as point person on the day of the event to allow others to focus elsewhere, etc.

7. General office administration, which includes but is not limited to: 

• Welcoming visitors upon arrival; 
• Preparing the office for on-site meetings; 
• Scanning and distributing incoming mail; 
• Serving as the first point of escalation on DAY IT issues and coordinate with the firm’s IT partner as needed; 
• Preparing expense reimbursement requests and corporate credit card reconciliations

8. Facilities Management, which includes but is not limited to:

• Serving as primary contact with the building landlord, communicating needs and issues as they arise, relaying building updates and announcements to the team, etc.
• Responsible for procurement of all office supplies, equipment, and condition of the physical space
• Oversee the maintenance, repair, or replacement of office equipment and machines.

9. Performs other duties and/or projects as assigned. 

Requirements

Position Qualifications:

• Associates or Bachelors’ degree required or equivalent by way of experience.
• Strong interpersonal skills with the ability to deal with clients and employees of all backgrounds in a fast-paced, high-performance work environment.
• Excellent communication, organization, and administrative skills.
• Proficiency in the Microsoft Office suite, and the capacity to use advanced CRM and industry specific software and applications.