Office Coordinator, Wealth Management

The Office Coordinator will join a growing team in Mishawaka, Indiana and will assist advisors and wealth management team members with both administrative and accounting support. The Office Coordinator will serve a client base of high-net-worth families and business owners and help ensure accuracy, timeliness, and compliance internally and a positive experience for our clients and business partners.

Primary Responsibilities:

• Assist with coordinating meetings between clients and advisors, including scheduling details and booking conference rooms or off-site meeting spaces
• Maintain and update CRM database with client, prospect, and COI information
• Assist with quarterly billing tasks
• Manage day to day client account needs such as:
  • Monitor cash deposits/withdrawals and cash balances in client accounts
  • Monitor alerts in Schwab and track follow-up
  • Gather and send tax information to CPAs
  • File documents via internal ticketing system
• Coordinate Marketing emails and perform regular contact list maintenance
• Assist advisors with client information gathering and new account opening paperwork
• Prepare materials and agenda for meetings, including presentation decks for prospect meetings and reports for client review meetings, and maintain notes during client conversations
• Prepare special correspondence and mailings, and handle routine mail or UPS pick-up and delivery
• Generate special reports and database requests
• Coordinate client and COI events from invitations to event logistics and RSVP management
• Maintain facilities, including office supplies and technology equipment needs, and address any office technology issues with the appropriate department

Basic Qualifications:

• Associates degree in a financial services-related field (business, tax, finance, or accounting) or equivalent work experience
• Administrative work experience of 3 or more years in a Wealth Management, Tax or Financial Services related industry
• High proficiency in Microsoft Office including Outlook and Excel 
• Experience with Schwab Institutional, eMoney Advisor, Microsoft’s CRM, Black Diamond, and other financial planning software tools preferred
• Detail-oriented with the ability to work effectively on multiple projects and tasks simultaneously
• Ability to work, efficiently, effectively both independently and in a team setting to see projects through to conclusion.
• Strong written and verbal communication skills with both clients and business partners
• Strong ethical and professional standards