Office Coordinator

About the Role

Vocare Wealth Advisors is an independent financial advisory firm seeking a personable, organized, and dependable Client Services & Office Coordinator. This role is crucial in creating a welcoming, professional, and exceptional client experience, serving as the first point of contact for clients and visitors. The position combines front-desk reception, office coordination, scheduling, and administrative support for the financial advisory team. This is a fully in-office position.

Work Schedule: Monday through Friday, 9:00 AM–5:00 PM (40 hours per week). Includes a 30-minute paid lunch. As a front-desk position, the employee must remain available to answer phones and greet visitors.

Key Responsibilities

• Client Experience & Front Office

• Greet clients, prospective clients, and visitors in a warm, friendly, and professional manner.

• Answer incoming phone calls and assist with inquiries.

• Prepare conference rooms for meetings, ensuring presentation technology, refreshments, cleanliness, and room setup are complete.

• Maintain a clean, organized, and professional reception area and office environment.

• Monitor and replenish office supplies, beverages, and refreshments.

• Ensure clients and visitors feel welcomed, comfortable, and well cared for.

• Scheduling & Administrative Support

• Schedule and confirm client meetings, including progress reviews and strategy sessions.

• Manage financial advisors' calendars and coordinate meeting logistics.

• Scan, organize, and securely maintain client documentation.

• Process and deposit checks in accordance with company procedures.

• Assist with email organization, correspondence, administrative tracking, and general office responsibilities.

• Financial Services & Operational Support

• Submit and track compliance approval requests.

• Assist with the annual collection and tracking of client tax documents.

• Support financial advisors and the client service team with administrative tasks and follow-up.

• Maintain accurate records while adhering to company confidentiality and compliance procedures.

• Team & Event Support

• Assist with client appreciation events and special initiatives.

• Provide administrative assistance to the Client Relationship Manager, Practice Coordinator, Event Coordinator, and financial planning team as needed.

• Contribute to a collaborative, supportive, and team-oriented office environment.

Qualifications

• High school diploma or equivalent.
• Excellent interpersonal, verbal and written communication skills.
• Friendly, approachable personality with a polished, professional demeanor.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities, take initiative, and follow through on responsibilities.
• Proficiency with Microsoft Office, Outlook, and general office technology.
• Ability to handle confidential and sensitive information with discretion.
• Maintain a polished, professional appearance and adhere to business professional dress standards.
• Dependable attendance and commitment to working in person Monday through Friday, 9:00 AM–5:00 PM.
• Willingness to assist with both client-facing hospitality and administrative responsibilities.
• Must successfully complete a pre-employment background check.
• Willingness to comply with the firm's personal securities trading and investment account disclosure requirements.
• Must be a US Citizen.

Preferred Qualifications

• Two or more years of experience in a professional office, administrative support, or client service role.
• Previous experience in financial services, wealth management, insurance, or a related professional services environment.
• Familiarity with financial services applications, client relationship management systems, or document management platforms.
• Associate or bachelor’s degree.

Compensation & Benefits

Vocare Wealth Advisors offers a competitive salary and comprehensive benefits package.

• Salary: $48,000–$55,000 annually, depending on experience.
• PTO: Up to 20 days of accrued vacation/personal PTO annually.
• Sick Leave: Up to 8 days of accrued paid sick leave annually.
• Holidays: 14 company-paid holidays.
• Retirement: 401(k) plan with a company match of 100% of the first 4% of eligible contributions.
• Health Insurance: Premium reimbursement of up to $500 per month or 50% of eligible premiums, whichever is less.
• Disability Insurance: Company-paid short-term and long-term disability insurance.
• Life Insurance: Company-paid basic life insurance and accidental death and dismemberment coverage.
• Parental Leave: Up to two weeks of paid parental leave for eligible employees.
• Professional Development: Opportunities for growth.