Office Coordinator

Job Description

Company Information

Heritage Point Group is a private wealth advisory practice of Ameriprise Financial Services, LLC, dedicated to helping individuals, families, and business owners build, preserve, and transfer wealth with confidence. Formerly known as Richards, Meli & Associates, the firm is built on generations of trusted relationships and a team-centric approach that delivers personalized, goal-based financial advice. Heritage Point Group provides comprehensive wealth management services, including financial planning, investment management, retirement planning, and wealth preservation strategies, all customized to align with each client’s values and long-term vision. Guided by principles of integrity, collaboration, and community commitment, the team strives to simplify financial complexity, empower informed decision-making, and create meaningful, lasting partnerships for clients and advisors alike.

Job Title: Office Coordinator

Position Summary

The Office Coordinator serves as the primary administrative and client-facing support for the practice. This role is responsible for managing daily office operations, coordinating client interactions, maintaining accurate records, supporting advisors through scheduling and reporting, and ensuring a professional, welcoming environment for clients and visitors. The Office Coordinator plays a key role in client service, data accuracy, compliance support, and overall office efficiency.

Key Responsibilities

Client Interactions & Scheduling

· Answer, verify, and screen all incoming phone calls to assess client needs and route appropriately.

· Contact clients via phone call or email to schedule meetings. Maintain accurate scheduling in office calendars and online scheduling system. (Salesforce CRM) Conduct appointment reminder calls one day prior to scheduled meetings.

· Greet clients upon arrival, determine the purpose of their visit, and escort or direct them as needed.

· Transmit information and documents to clients or third parties via computer systems, mail, or fax.

· Support prospect onboarding by scheduling meetings and collecting required information, including name, address, phone number, and email address.

Records Management & Retention

· Prepare and maintain monthly meeting and call lists.

· Review and validate report information prior to distribution to Advisors.

· Prepare and maintain monthly birthday card distributions lists.

· Scan and file documents accurately within the Box File System, following established Box Pathway guidelines.

Technology & CRM Management (Salesforce)

· Maintain accurate and up-to-date client records within the CRM system, including:

· Review monthly reports and proactively contact clients who are not scheduled.

· Create, track, and follow up on CRM tasks to ensure timely completion.

Address changes

Risk tolerance updates

Primary and secondary relationship accuracy

Proper documentation of client contacts under the correct household ID

Check receipt documentation

· Support online scheduling tools and processes.

· Print and mail client or accountant statements using Client Viewer.

Administration & Office Operations

· Schedule meetings with wholesalers and external partners.

· Coordinate office lunches and internal events.

· Order and maintain office supplies and office equipment materials and marketing brochures. Maintain organizations of supplies.

· Collect, sort, distribute and prepare mail, messages, and courier deliveries.

· Order birthday, Christmas, sympathy, and get-well cards as needed.

· Perform general administrative duties and provide operational support as required.

· Complete all other duties associated with the position as assigned.

Qualifications

· High school diploma or equivalent required; associate degree or higher preferred.

· Previous experience in an administrative, office coordinator, or client service role preferred.

· Experience in a financial services or professional office environment is a plus.

Required Skills & Competencies

· Strong interpersonal and client service skills.

· Excellent organizational and time management abilities.

· High attention to detail and accuracy.

· Proficiency with CRM systems (Salesforce), calendars, and Microsoft Office applications.

· Ability to manage multiple priorities in a fast-paced environment.

· Professional communication skills, both written and verbal.

· Ability to handle confidential information with discretion.

Work Environment

· Office-based role with frequent client interaction.

· May require sitting, standing, and light lifting related to office materials.

· Regular use of computers, phones, and office equipment.

Schedule

· Monday-Thursday 8:30 am – 4:30 pm; Friday: 8:30 am to 4:00 pm

· In-office presence required.

Job Type: Full-time

Pay: $40,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• client service: 2 years (Preferred)

Ability to Commute:

• Allentown, PA 18104 (Preferred)

Work Location: In person

Salary : $40,000