What are the responsibilities and job description for the Office Manager position at Legacy Wealth Management?
Location: Grand Junction, CO
Schedule: Full-time
Reports To: Partners of Legacy Wealth Management
About Legacy Wealth ManagementLegacy Wealth Management is a faith-driven financial planning and investment management firm that helps individuals, families, and small business owners align their financial lives with their values and goals. We’re a collaborative team that cares deeply about our clients.
Position OverviewWe’re looking for a highly organized, people-loving, detail-driven Office Manager / Client Service Coordinator to be the heartbeat of our office. This person will serve as the first impression for our clients—answering calls, greeting guests with warmth, and ensuring everything in the office runs smoothly behind the scenes.
Key ResponsibilitiesClient Experience & Front Office
· Answer phones, greet clients warmly, and offer refreshments—making everyone who walks in feel genuinely welcomed.
· Handle basic client service requests, knowing when to complete tasks personally and when to delegate to others.
· Answer questions from prospective clients about what we do and who we serve.
· Schedule appointments using scheduling software, ensuring proper syncing with various calendars.
· Assist clients with online access (registering and troubleshooting). Patience and kindness are key.
CRM & Data Management· Maintain ownership of the Client Relationship Manager (CRM – Redtail): keep client contact info, service models, and keywords up to date.
· Track new and departing clients, update workflows, and ensure accuracy across systems.
· Run monthly client lists and send appointment links and letters (email and mail).
Office Management· Open office each morning.
· Keep the office stocked and running smoothly — coffee, creamer, snacks, water, paper products, and supplies.
· Oversee Stamps.com account and manage postage.
· Maintain a clean, welcoming workspace—load the dishwasher weekly, tidy bathrooms, and ensure common areas are always presentable.
· Collect and distribute mail daily.
Event Planning & Team Culture· Plan and manage the annual client appreciation event (coordinate caterers, music, décor, etc.).
· Coordinate office photos once or twice per year.
· Organize and send birthday cards/gift cards to clients each month.
· Celebrate staff birthdays—plan treats or small celebrations.
Administrative & Paperwork Support· Serve as a backup for client paperwork processing (check deposits, Docusign, processing forms with provided technology, withdrawal requests, etc.).
· Compile and distribute quarterly newsletter.
· Finalize and post blogs to website.
· Assist with tax return processing each spring
• Collect client documents and track progress.
• Communicate with clients about questions and completed returns.
• Maintain a master tracking spreadsheet.
• Support closing out returns and client follow-up.
Skills & Qualifications· Strong communication and people skills—enjoys interacting with clients and team members alike.
· Highly organized with attention to detail and follow-through.
· Comfortable multitasking and handling interruptions without losing focus.
· Tech-savvy, especially with Microsoft Office, CRM systems (Redtail preferred), and scheduling tools.
· Self-starter with a positive, professional demeanor.
· Ability to maintain confidentiality and handle sensitive client information appropriately.
· Financial services industry experience preferred.
Schedule & Compensation· Hours
o Monday–Thursday: 8:00 a.m.–5:00 p.m., 1-hour lunch break
o Friday: 8:00 a.m. – 2:30 p.m., 1-hour lunch break. Some flexibility for partial remote work (quiet workspace required).
· Compensation: Competitive salary based on experience
- · Benefits: Paid time off, retirement plan, insurance (medical, life, disability).