Receptionist/Advisor Support Coordinator

AP is currently working with a wealth management firm located in Henrietta to secure an experienced individual that has previously worked in the financial/wealth management field supporting advisors.  This is an excellent opportunity for someone who is highly organized, friendly, and possesses strong administrative skills to support a team.  If you enjoy being the "hub" of the office, we want to hear from you!!

What is our client offering?  This is a full time, direct hire, on-site role with a competitive salary based on experience, Health insurance/retirement plan / paid time off, Bonus potential based on performance, stable, respectful, team-oriented culture.

Client Experience & Reception

• Serve as the first point of contact for all clients and visitors, both in person and by phone
• Greet clients warmly, offer refreshments, and ensure a polished client experience
• Maintain the reception area, conference rooms, and client-facing spaces to a high standard
• Manage incoming calls and voicemail, routing requests appropriately
• Coordinate client meeting logistics (room setup, conference room scheduling)

Office & Building Management

• Oversee daily office operations, including supplies, maintenance requests, vendor coordination, and troubleshooting
• Liaise with building management regarding repairs, security access, deliveries, and general facility needs
• Manage ordering of office supplies, kitchen supplies, client hospitality items, and marketing collateral
• Coordinate repairs and service visits (IT support, HVAC, cleaning, etc.)
• Ensure office is compliant with safety and security protocols (unlocking/locking procedures, visitor sign-in, etc.)
• Assist with mail, shipping, and package handling; maintain outgoing mail system

Advisor & Administrative Support

• Provide administrative support to advisors, including document preparation and client follow-ups
• Assist with meeting preparation: printing plans, pulling statements, organizing folders, setting up paperwork
• Help maintain client files and document organization (digital and/or physical)
• Support client onboarding and service processes (forms, document requests, follow-up reminders)
• Track and assist with recurring operational tasks (scheduling, compliance checklists, supplies, etc.)
• Provide support for event planning (client appreciation events, seminars, holiday gifts)
• Maintain accuracy and confidentiality while working with sensitive client information

3+ years of experience in office administration, receptionist, client service, or operations (wealth management/financial advisory field)

• Strong organizational skills and attention to detail
• Professional demeanor and comfort interacting with high-net-worth clients
• Excellent written and verbal communication skills
• Ability to manage multiple priorities independently and follow through consistently
• High level of discretion; comfortable handling confidential information
• Proficiency with Microsoft Office; ability to learn new software quickly
• Warm and polished client-facing presence
• Proactive problem solver who anticipates needs
• Takes pride in an organized and well-run office
• Strong follow-through and ownership mindset
• Calm under pressure and able to shift tasks quickly
• Enjoys supporting a team and being “the go-to person”