Client Operations and Administrative Coordinator

Client Operations & Administrative Coordinator

Curio | Annapolis, Maryland
Full/Part-Time | Approximately 32 hours/week | Hybrid Schedule
Compensation: Approximately $30–$35/hour, depending on experience

The Role

Curio is looking for an exceptionally organized, dependable, detail-oriented person to keep the administrative side of our business running smoothly.

This is not a role for someone who simply completes the tasks they are given. We are looking for someone who notices what is missing, keeps information accurate, follows through without being reminded, and takes genuine satisfaction in keeping things organized.

You do not need a background in financial services or taxes. We care much more about your judgment, accuracy, reliability, organizational skills, and ability to learn our systems.

This could be an excellent fit for an executive assistant, legal or accounting firm administrator, client-service professional, or operations coordinator who wants meaningful professional work without a traditional five-day-a-week office schedule.

What You’ll Do

Your responsibilities will include:

·         Maintain accurate client, prospect, professional-contact, and vendor information in our CRM and related systems, including keeping distribution and contact lists current

·         Regularly audit client data for missing, outdated, duplicate, or inconsistent information—including items such as state of residence, emergency contacts, email connections, and other required client details

·         Keep data and business metrics current and update tracking systems; run and maintain recurring client lists, scorecards, reports, and benchmarking data

·         Support client onboarding and ongoing service by organizing upload folders, preparing and filing electronic signature documents such as investment-objective letters, retainer agreements, and engagement letters and sending routine client communications and shipping labels.

·         Provide administrative support to the tax team: organize tax workpapers using CCH and PDF software, send finalized returns securely, print or mail returns when requested, and download and properly file tax documents such as custodian 1099s

·         Assist with tax e-filing workflows, including sending e-file authorization forms, tracking their return, releasing returns for e-file, and monitoring acceptance or rejection by taxing authorities; (no prior tax knowledge is required)

·         Download, organize, and file recurring investment, trading, and compliance reports from custodians and internal systems, and assist with periodic employee transactions and holdings compliance reporting

·         Manage physical office administration, including checking mail, routing invoices, scanning and filing documents, processing and depositing checks, and ensuring important items reach the right team member

·         Prepare, print, mail, or electronically distribute recurring client materials, including quarterly reports and other documents for clients who prefer paper delivery

·         Handle recurring monthly, quarterly, and annual administrative projects, such as client-data audits, quarterly client mailings, annual regulatory offer letters, tax-return mailings, and year-end reporting support

·         Track administrative tasks, deadlines, and follow-ups so that recurring responsibilities are completed on schedule without repeated reminders

·         Coordinate reservations, lunches, staff meetings, and occasional team events

·         Communicate proactively with team members when information, documentation, or follow-up is needed

·         Look for gaps, inconsistencies, and opportunities to improve administrative processes rather than simply completing assigned tasks

·         Handle other day-to-day administrative needs that keep the office, tax, investment, and client-service operations running smoothly

Who We’re Looking For

You may be a great fit if you:

·         exhibit these values:

show up with love

exemplify grit

bring curiosity

·         are exceptionally organized and detail-oriented

·         are tenacious about finding inconsistencies and missing information to correct

·         are accurate and thorough and timely

·         work best independently and managing your own responsibilities

·         thrive on creating order and keeping systems clean and accurate

·         excel at learning and working with technology, databases, CRMs, spreadsheets, and online systems

·         communicate clearly and professionally

·         know when to solve something yourself and when to ask a question

·         will be vigilant about protecting confidential financial and personal information

·         are dependable—if you say you’ll do something, it gets done

·         enjoy being part of a small team where everyone’s contribution matters

Experience

We are more interested in how you work than in a particular résumé.

Strong software and IT skills are a must.

Experience in any of the following could be helpful:

·         Professional or financial-services offices

·         Law firms

·         Accounting or CPA firms

·         Banking

·         Insurance

·         Medical or professional practices

·         Executive support

·         Operations

Financial-services and tax experience are helpful but not required.

Schedule & Location

Our office is located at 721 Melvin Avenue in Annapolis, Maryland.

We anticipate approximately 32 hours per week, spread across roughly 3–5 days. There is some flexibility in how those hours are structured.

Some of the work may be done remotely once you are trained and comfortable with our systems. However, we need someone who lives close enough to Annapolis to be in the office for part of the day 2 days each week to handle mail, checks, scanning, documents, and other physical office responsibilities.

Compensation

We anticipate compensation in the range of approximately $30–$35 per hour, depending on experience and qualifications.

Our Hiring Process

Because attention to detail and organizational ability are difficult to evaluate from a résumé or traditional interview, finalists for this position may be asked to complete a practical work exercise involving the kinds of organizational and administrative tasks performed in this role.