Administrative Coordinator

Job Description

This role is responsible for ensuring timely response to onboarding inquiries, maintaining data accuracy, and delivering consistent, executive-ready materials to support team operations and leadership visibility. Primary Responsibilities: Shared Inbox & Communication Management:

• Monitor and manage shared department inbox, ensuring timely triage, routing, and response to inquiries
• Maintain communication standards using established templates and guidance
• Escalate urgent or complex inquiries to appropriate team members
• Support continuity of inbox coverage across team assignments

Salesforce Queue & Data Support:

• Maintain Salesforce queues, worklists, and list views to ensure accurate assignment and workflow visibility
• Monitor aging items and flag items at risk of delay
• Support consistent logging of onboarding-related communications and activities
• Perform routine data validation and cleanup to ensure accuracy

Reporting & Metrics Support:

• Compile and update recurring onboarding reports using established templates and Salesforce data
• Track key operational metrics including pipeline activity, volume, and service levels
• Validate data prior to distribution and flag discrepancies
• Assist in preparing reporting materials for leadership review

Presentation Development:

• Create and maintain PowerPoint presentations for recurring reporting and leadership updates
• Translate data into clear, concise visuals (charts, tables, summaries)
• Ensure materials are aligned to departmental and firm standards
• Maintain organized file structure and version control for templates and reports

Requirements

• 1-3 years of administrative, operations, or coordination experience
• Exposure/background working with Broker Dealers (BD) or Registered Investment Advisors (RIA)
• Proficiency in Microsoft PowerPoint and Excel
• Strong organization and time management skills
• Strong written and professional communication skills
• Attention to detail with high level of accuracy

Preferred:

• Experience working with Salesforce or similar CRM systems
• Experience supporting reporting, dashboards, or operational tracking
• Exposure to financial services or onboarding operations

Key Competencies:

• Execution and reliability
• Organization and prioritization
• Clear and professional communication
• Attention to detail
• Team collaboration and support

Are you interested in this position?
Apply by clicking on the “Apply Now” button below!
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