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Job Description
Office Coordinator at Scholar Advising Office Coordinator at Scholar Advising in Winston Salem, North Carolina Posted in 14 days ago.
Type:
full-time
Job Description:
Office Coordinator Scholar Financial Advising Impact, Purpose & Outcome Scholar Advising is a financial advising firm serving high net worth families across the country. The Office Coordinator keeps our office running smoothly and makes every client and team member feel like they are our only priority. This is a multi-faceted role at the center of the firm. It is part client service, part administrative support, part office management and it sets the tone for the firm's relationships with clients. Without the operations, concierge-level, and office support of this position, clients wouldn't achieve their goals and the team couldn't operate at its best. Above all, this role calls for a self-starter who takes genuine ownership: the person who sees what needs doing, makes it happen without being asked, and ensures the little things never fall through the cracks. Success in this role will result in: Authentic, long-lasting relationships with clients Clients who rave about the level of support they receive Consistent, accurate, and timely execution of client service, administrative, and office operations A well-run, welcoming office where the team can do their best work Increased client retention and consistent referrals Key Responsibilities Our Office Coordinator is the firm's first point of contact and its positivity advocate. Tasks include answering phones, fielding client requests, scheduling and preparing for meetings, supporting the team, and keeping the office well-stocked and well-run. This individual consistently applies good judgment, takes ownership of outcomes, and proactively improves how the office operates. Serves as the first point of contact for the firm, in person and virtually, fielding phone calls and correspondence in a timely, warm, and professional manner Builds and maintains client relationships by providing excellent service and resolving client issues, ensuring expectations are exceeded daily Onboards new clients through the intake process, including document collection, account setup, and scheduling Coordinates calendars and schedules meetings between clients and advisers; tracks action items and follows up so nothing slips Assists in the preparation of all client meetings and calls, including sending agendas, preparing materials, and resolving any technology or virtual-meeting issues in advance Prepares the conference room for in-person meetings, ensuring desired refreshments are available and the space is presentable Coordinates travel arrangements, logistics, and special projects for the team Manages day-to-day office administration - mail, filing, documents, and technology needs Orders and manages office supplies and coordinates with outside vendors and consultants Inputs and maintains accurate client information and paperwork across all appropriate systems, technology, and file locations; follows CRM workflows Tracks outstanding service and operational items and updates the advising team on a weekly basis Plans and coordinates client events and communication throughout the year Identifies inefficiencies and brings recommendations for improvement to leadership Ensures proper compliance by reviewing and maintaining the appropriate paperwork Provides operations support to the COO and advisers as needed or requested Experience, Skills & Core Competencies A self-starter who takes ownership - anticipates needs, acts without being asked, and follows through to the finish Minimum of 2-5 years of operational, administrative, or client-service experience within the financial services industry, or in the hospitality industry serving high net worth and ultra high net worth individuals Ability to work independently to research and resolve client and office issues Strong organizational, analytical, communication, and interpersonal skills Excellent written and verbal communication skills Ability to manage many moving parts, meet deadlines, and juggle multiple priorities while staying poised Tech savvy and proficient with Gmail, Google Calendar, AI use, Word, and Excel A friendly, professional, service-minded attitude and a team-player mindset Compensation & Benefits Salary is competitive and commensurate with experience Paid Time Off (PTO) and paid holidays according to the firm's holiday calendar Retirement match: 6% to a 401(k) plan Healthcare stipend Interviewing Process Application review Invited to complete our Situational Assessment Zoom interviews (x2) Technical proficiency project Offer extended Please submit: Cover letter addressing your experience and how you would add value to our team Resume List of 3 references related to previous positions in a related field or role
