Administrative Coordinator

Company: Arcadia Financial Group
Location: Manchester
Posted on: February 17, 2026

Job Description:

Job Description Job Description Salary: $48,000 - $50,000 Position Overview The Client Concierge, Arcadia's Administrative Coordinator role, is a front-line ambassador of Arcadias Client Experience Department, responsible for delivering a consistent, thoughtful, and hospitality-driven experience across all client interactions. This role ensures the office operates smoothly, clients feel welcomed and supported, and advisors and internal teams receive accurate, timely administrative and operational support. A twist on the traditional administrative role, emphasized for white glove concierge level service. The Client Concierge plays a critical role in setting the tone of the client experience through professionalism, organization, discretion, and attention to detail, while maintaining a polished and welcoming office environment. The client concierge team reports directly to the Head of Client Experiences. Key Responsibilities Client & Advisor Support Serve as the first point of contact for clients, delivering a warm, professional, and attentive experience. Record and enter advisor dictation notes accurately across applicable CRM systems. Coordinate, document, and support advisor and EP meetings, including preparation of materials. Prepare first-appointment folders and client-facing materials. Organize and facilitate conference calls, Zoom, and hybrid meetings, including ZoomCast setup. Make scheduled outbound and inbound client calls as directed. Manage onboarding and new-lead communications, ensuring accurate CRM data entry. Triage and respond to client inquiries with professionalism, discretion, and timeliness. Client Communications & Reporting Prepare and send monthly client birthday cards. Compile and distribute Annual Review Monthly Reports and Lead Status Monthly Reports. Coordinate client mailings and outgoing correspondence. Manage client scheduling and calendar coordination. Office Operations & Hospitality Open and close the office according to established security and operational protocols. Maintain lobby, conference rooms, kitchen, and client-facing spaces to hospitality standards. Prepare conference rooms daily, including technology setup, water, and refreshments. Manage front desk presentation including music, TV welcome slides, and overall ambiance. Monitor voicemail and route messages to appropriate team members. Print and distribute daily advisor calendars and meeting schedules. Maintain inventory and presentation of beverages, snacks, and office supplies. Ensure dcor, plants, and client-facing details contribute to a welcoming environment. Systems, Technology & Coordination Utilize Redtail CRM to maintain accurate client and household records and support onboarding. Utilize Canopy to collect, scan, organize tax documents, and support signatures and payments during tax season. Manage client and internal communications through Outlook and Slack. Support scheduling and calendar coordination using internal calendaring tools. Prepare reports, documentation, and meeting notes using Microsoft Office or Google Workspace. Operate office equipment including printers, scanners, and conferencing technology. Tax Season & Special Project Support Triage incoming tax documents and client requests during tax season. Schedule tax-related meetings and coordinate advisor calendars. Enter dictation notes into Canopy and organize supporting documentation. Coordinate client signatures and collect payments as needed. Support additional projects and coverage as business needs require. Qualifications Prior experience in a client-facing, administrative, or hospitality-focused role preferred. Strong organizational skills with exceptional attention to detail. Excellent written and verbal communication skills. Comfortable managing multiple priorities in a fast-paced, client-centric environment. Proficiency with CRM systems, email platforms, scheduling tools, and office technology. Demonstrated ability to handle confidential information with discretion and professionalism. Expectations Maintains a polished, welcoming, and hospitality-driven presence at all times. Demonstrates ownership and accountability for the client experience and office operations. Communicates proactively and professionally with clients, advisors, and internal teams. Anticipates needs and identifies solutions before issues arise. Upholds Arcadias standards of excellence, confidentiality, and professionalism. Benefits: We believe in taking care of the people who take care of our clients. Our benefits are designed to support yourwell-being, growth, and work-life balance, including: 100% employer-paid health, dental, and vision insurance Unlimited paid time off (PTO)and flexible scheduling Short-term disability, long-term disability, and life insurance fully covered 401(k) retirement plan with 4% company match Professional development and continuing education opportunities Collaborative, people-first culturethat values innovation and accountability Engaging workplace perks, including team events, community-focused volunteer initiatives and more Arcadia challenges you to fearlessly live every day like its Saturday.

Keywords: Arcadia Financial Group, Warwick , Administrative Coordinator, Customer Service & Call Center , Manchester, Rhode Island