Office Coordinator

Office Coordinator Lindsey & Lindsey Wealth Management - 5.0 Thousand Oaks, CA Job Details Full-time $65,000 - $95,000 a year 23 hours ago Benefits Health insurance 401(k) Paid time off Snacks provided Qualifications Website management Microsoft Excel Maintaining an organized workspace Vendor management Phone communication Inventory management Workflow management (operations management method) Greeting customers Regulatory compliance Process improvement Data reporting Executive administrative support Improving operational efficiency Event vendor coordination 3 years Databases Social media platforms Data management Task prioritization Client services Vendor relationship management Organizational skills Financial services CRM system proficiency Productivity software Office management Managing executive calendars Travel scheduling Communication skills Technical Proficiency Marketing Entry level Office experience Client interaction via phone calls Full Job Description Lindsey & Lindsey is a boutique, full-service financial planning and wealth management firm dedicated to delivering an exceptional, highly personalized client experience. Our team of CFP® professionals and advisory staff operates with a commitment to trust, integrity, and thoughtful financial guidance. We are seeking a highly capable, responsible, and self-directed Office Coordinator to serve as the operational and relational backbone of our Westlake Village office.

ABOUT THE ROLE

This is not a conventional administrative role. While it encompasses traditional office coordination responsibilities — managing schedules, maintaining the office environment, and ensuring seamless day-to-day operations — it also carries the weight and trust of an executive assistant. You will be the first voice our clients hear, the gatekeeper of our advisors' time, and a meaningful contributor to our firm's continued growth and efficiency. The ideal candidate brings professional polish, genuine service orientation, and the ability to anticipate needs before they arise. You understand that no task is beneath you — and that the quality of the small things — a tidy conference room, a well-routed phone call, a stocked kitchen — reflects directly on the experience we deliver to our clients. Some days will be fast and full; others will be slower and project-focused. There is always more to do than hours in the day, so strong prioritization is essential. We will give you the tools, the training, and the trust. We need someone who is ready to run with it.

KEY RESPONSIBILITIES

Client & Communication Management We receive a high volume of calls from all directions — long-time clients, new prospects, and vendors. This role is the first point of contact for most of them. You will assess each caller's needs and route them to the right person using sound judgment and our workflow management system — even when a client is certain they need to speak with an advisor but actually has a question our service team can handle quickly. Getting that distinction right matters. Serve as primary point of contact for incoming calls with professionalism and warmth Route inquiries to the appropriate team member based on client need and current workflow activity Manage client expectations diplomatically regarding advisor availability — we are often booked several weeks out Greet and host clients visiting the office, ensuring every touchpoint reflects our standard of care Assist clients with common inquiries, including online portal access and credential resets Identify opportunities for deeper client engagement Scheduling & Office Operations Own and maintain advisor calendars, proactively managing conflicts and competing priorities Coordinate travel arrangements for advisors, including itineraries, accommodations, and logistics Prepare and distribute the agenda for weekly staff meetings Maintain a welcoming, well-organized office environment — this includes the details others might overlook Manage office supply and amenity inventory, including ordering and restocking as needed Coordinate with vendors and service providers; maintain up-to-date vendor contact records Support planning and logistics for firm-hosted client events CRM & Data Management This is a core competency for this role. We rely on our CRM and data reporting to drive client outreach, manage mailings, and identify service gaps — such as clients we haven't connected with in some time. The right candidate will be genuinely comfortable working with databases, running reports, and managing spreadsheets with precision. Run and manage reports out of our CRM system to support advisor workflows and client outreach Manage distribution lists for our weekly client emails and quarterly newsletters Maintain accurate client and contact data within the CRM Build and manage Excel spreadsheets used for mailings, tracking, and reporting Proactively surface insights from reports — flagging clients overdue for outreach or other follow-up needs Regulatory Compliance Support We operate in a regulated industry, and certain administrative tasks exist to keep us in good standing. You will be given specific, clear guidelines — this is not an area where you are expected to exercise independent judgment. What we do need is someone who follows procedures accurately, handles documentation with care, and understands why it matters. Maintain correspondence logs, gift tracking records, and advertising review documentation Track and administer licensing and continuing education requirements for licensed team members — managing deadlines, coordinating renewals, and ensuring nothing falls through the cracks Follow firm guidelines precisely to ensure adherence to industry regulatory requirements Exercise discretion and accuracy in all compliance-related tasks Marketing & Business Support Manage and update marketing materials, the firm website, and social media presence Assist with updates to business processes and surface opportunities for operational improvement Support the broader team in executing business functions as your role and expertise expand Client Service Once fully trained and up to speed, this role includes direct client service responsibilities. Candidates with existing experience in this area would be considered at the higher end of our compensation range. Process routine client requests, including retrieving tax documents and account statements Accept and route distribution requests in accordance with firm protocols Serve as a dependable resource for clients with straightforward service needs

WHAT WE'RE LOOKING FOR

3+ years of professional experience in an office, client-facing, or administrative environment Demonstrated ability to exercise discretion and handle sensitive information with integrity Strong organizational skills with the ability to manage competing priorities in a dynamic, fast-paced environment Excellent verbal and written communication skills; professional phone presence is essential Proficiency in CRM systems, Excel, and database management — comfort with data is a must, not a nice-to-have Tech-savvy with the ability to learn new software quickly — proficiency with standard office platforms required A self-starter who works well independently and does not need close oversight to stay on track A genuine team player who understands that the details are the experience — no task is too small Financial services experience is a plus, not a prerequisite — the right person will learn what they need to know

OUR CULTURE

We are a work-hard, play-hard team that genuinely cares about the people behind the positions. We believe that showing up fully for our clients starts with showing up fully for ourselves — which is why we invest in team wellness, celebrate our wins, and hold ourselves to a high standard without burning each other out. Our pace is real, our clients depend on us, and the work matters. If you are looking for a place where you can grow, be trusted with meaningful responsibility, and feel like what you do makes a difference — we'd love to hear from you.

Pay:

$65,000.00 - $95,000.00 per year

Benefits:

401(k) Health insurance Paid time off

Work Location:

In person