Administrative CoordinatorReceptionist

Blue Ocean Wealth Solutions LLC- East Hills Long Island NY

Job Title: Office Administrative Coordinator/Receptionist

The Office Administrative Coordinator/Receptionist is responsible for ensuring the office operates efficiently professionally and consistently each day. This position serves as a key point of coordination for front-desk operations office readiness mail and shipping administrative records supplies meeting rooms and general facility needs. This individual should take ownership of daily office operations and identify issues before they become problems.

Prepare the front desk conference rooms and common areas each morning to ensure the office is professional and meeting ready.

Ensure the office maintains a professional organized and welcoming environment for clients advisors employees and visitors.

Set up meeting rooms organize tables check whiteboards and ensure kitchen and restroom areas are properly stocked. Monitor office scheduling and reconcile office activity.

Receive open sort review and distribute incoming client and advisor mail.

Copy checks and returned forms for Compliance and identify incomplete missing or unsigned documentation requiring follow-up.

Process outgoing mail and UPS shipments while ensuring required copies and documentation are retained before items are sent. Maintain postage machine.

Complete the weekly New Business spreadsheet by researching and verifying client information through Compass/A360.

Maintain accurate and timely administrative records with this process generally requiring approximately 34 hours per week depending on business volume.

Track process and mail MetLife payment checks weekly while maintaining supporting documentation and records.

Coordinate monthly WiFi password updates throughout the office.

Maintain sufficient backup inventory to prevent supply shortages.

Identify and communicate maintenance facility cleaning storage mailroom and other work-order needs.

Strong written and verbal communication skills.

Experience in office administration operations executive support or a similar role.

Proficiency with Microsoft Excel Outlook Word and general office technology.

Ability to prioritize and manage multiple responsibilities independently.

Professional dependable proactive and service-oriented approach.

Experience in a financial services insurance wealth management or professional-services environment is a plus.

Annual Salary range yearly: $47000 - $52000- In office position in East Hills

Medical Dental Vision Insurance 401(k) Retirement Plan Paid Time Off (PTO)

Equal Opportunity Employer

Blue Ocean Wealth Solutions LLC is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race color religion or creed sex pregnancy or pregnancy-related conditions sexual orientation gander identity or expression national origin citizenship age disability marital or familial status military or veteran status genetic information or predisposition domestic violence victim status or any other characteristic protected by applicable federal state or local law. Rec