Office Coordinator

Description

Key Responsibilities:

• Provide a high-level administrative support to the entire team, including calendar management, scheduling meetings, coordinating reschedules and preparing materials for presentations and events
• Manage incoming communications (emails, calls and requests) ensuring timely and professional responses
• Record Keeping and Documentation; Organizing and maintaining files, documents and databases, preparing daily reports and ensuring accurate data upload on salesforce
• Ensure documentation is complete, consistent, and filed correctly using established standards
• Follow existing admin workflows and checklists, and help improve them over time
• Help keep workflows moving from start to finish, flag gaps early, and help close loops so nothing gets missed
• Spot repeat issues, then recommend simple process fixes to improve consistency and client experience
• Proof reading and formatting of documents for the executive team
• Prepare and edit correspondence, reports, presentations, and other documents.
• Assist with marketing administration such as scheduling pre-approved updates, basic website edits, and monthly newsletter support.

Required Skills

Skills and Qualifications:

• Experience in financial services industry is MANDATORY
• Strong organization and follow through
• High accuracy with data entry, document handling, and record maintenance
• Clear, professional communication by phone and email
• Shows initiative, spots issues early, and helps improve the process
• Proficiency with Microsoft Office, especially Outlook, Word, and Excel
• Comfortable working from checklists, standard operating procedures, and recurring routines
• Ability to multitask and manage competing priorities
• Previous experience in an administrative role in a professional office environment
• Experience with CRM tools such as Salesforce is an asset