Administrative Coordinator

Position Title: Administrative Coordinator to the Tax Department
Reports To: Head of Client Experience (primary) and Tax Team Lead (secondary)

About Us

At Arcadia Financial, we challenge clients to fearlessly live every day like its Saturday. We are a world-class, five-star financial firm that blends sophisticated planning with a warm, boutique feel. Our culture emphasizes excellence, collaboration, and a concierge-level client experience at every touchpoint. Team members thrive in an environment that values professionalism, growth, and a genuine passion for serving others.

Position Summary

The Administrative Coordinator to the Tax Department ensures smooth daily operations in our Andover office while delivering a concierge-level, white-glove client experience, in collboartion with the Andover's administrative coordinator to our financial services department. Acting as the first point of contact for clients, this role combines exceptional hospitality with high-level administrative support for both the Head of Client Experience and the Tax Team Lead. The coordinator anticipates needs, executes details with precision, and consistently upholds the firms commitment to an elevated client journey from first impression to final follow-up.

Note: During peak tax season (typically FebruaryApril), office hours may expand to 9 am to 7 pm as needed.

Key Responsibilities

• Serve as the first point of contact, providing a warm, professional welcome and concierge-level service.
• Manage calendars, schedule client and tax appointments, and coordinate meeting arrangements to ensure seamless experiences.
• Maintain a meticulously organized and compliant electronic filing system; scan, copy, and prepare client documents with accuracy and confidentiality.
• Handle incoming and outgoing mail, prepare client correspondence, and oversee postage and delivery logistics.
• Support the Tax team during busy seasons by preparing documentation, assembling client packets, and coordinating follow-ups.
• Enter and maintain accurate notes in the CRM for all client interactions and updates.
• Oversee hospitality details in the Andover office, including stocking and presenting beverage and snack stations, preparing conference rooms, and ensuring a pristine, welcoming environment.
• Monitor office supplies and proactively order replacements to maintain a polished and well-equipped workspace.
• Assist with client-touch marketing initiatives, birthday greetings, and other high-touch communication programs.
• Provide administrative support for special projects, client events, and internal team gatherings as requested.

Qualifications

• Experience: administrative or client-service experience perferred, prior work in a financial, tax, or professional services environment preferred.
• Technical Skills: Proficiency in Microsoft Office Suite and familiarity with CRM/database systems.
• Customer Service: Exceptional interpersonal and communication skills, with the ability to anticipate client needs and provide white-glove service.
• Organizational Skills: Strong attention to detail, ability to prioritize, and proven follow-through in a fast-paced environment.
• Professionalism: Discretion in handling sensitive client information and a polished, welcoming demeanor.

Personal Attributes

• Service-driven with a genuine desire to create memorable client experiences
• Flexible, adaptable, and collaborative across departments
• Self-starter with a strong work ethic and proactive mindset
• Calm and resourceful under pressure, with excellent problem-solving abilities
  

Benefits

Arcadia Financial offers a comprehensive, competitive benefits package designed to support your well-being and professional growth, including:

• Health & Wellness: Medical, dental, and vision insurance with employer contributions
• Retirement Savings: 401(k) plan with 4% company match
• Paid Time Off: unlimited PTO policy
• Professional Development: Training opportunities, industry certifications, and tuition assistance