Client Services Coordinator/Receptionist

Job Overview
We are seeking a highly organized and proactive Administrative Assistant to support our team with essential administrative and clerical tasks. In this role, you will be responsible for managing office communications, maintaining schedules, organizing documents, and ensuring efficient daily operations. The ideal candidate is detail-oriented, communicates effectively, and can manage multiple tasks with a positive, can-do attitude.

Office Management:

• Coordinate daily office functions, including scheduling meetings, managing office supplies, and organizing workspaces.
• Upkeep and ordering of office supplies
• Order stamps for mailings as needed
• File returned Non-Disclosure Agreements (NDA’s) from clients
• Ensure overall office organization and efficiency
• Keep conference rooms clean for meetings
• Maintain cleanliness of office in-between cleanings
• Order and Stock snacks and water for office members
• Coordinate office maintenance tasks such as AC/furnace service, cleaning service, carpet cleaning, etc.
• Maintain confidentiality of all financial and personal information contained in received and stored documents, emails, tax returns, statements, etc..

Inbound & Outbound Communication & Deal Support:

• Handle inbound phone calls, emails, and other communications professionally, directing inquiries and providing information as needed.
• Handle all incoming buyer inquiries through Vikingmergers.com, BizBuySell and Bizquest
• Send initial email to the potential buyer along with NDA and financial profile
• Returned NDA’s and financial profiles are filed in NDA folder
• Enter all buyer information (which includes all financial information) into Pipe Drive under corresponding client
• Print letters, and handle all mailings
• Keep track of returned letters and tell the production staff when necessary

Calendar and Schedule Management:

• Manage and maintain schedules amongst partners, senior advisors, and other production staff
• Organize meetings and appointments
• Coordinate team events

Documentation and Filing:

• Maintain digital and physical records
• Ensuring that documents are properly organized and accessible
• Add notes when requested by production staff to Pipedrive
• Upload necessary documents

Data Entry and Record-Keeping:

• Accurately enter data, update records, and assist with database management

Support for Team Members:

• Assist team members with various administrative tasks and projects, providing a dependable support resource to the Marketing & Operations Manager
• Assist team members with various administrative tasks and projects to the production staff to assist with deal flow
• Purchase and send birthday cards to the staff and significant others for Larry
• Staff anniversaries – mail personal note from President
• Ad-Hoc Services where and when needed from management

Customer, Client, & Deal Closings Support:

• Greet visitors and clients in a friendly and professional manner, ensuring a welcoming experience.
• Send thank you card to closing attorney’s and CPA’s that helped close the business
• Consult with advisors to send a gift to both the buyer and seller
• Follow up with production staff and get the closing docs filed
• Once closing docs are filed move folder from active listings to sold listing folder

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Salary : $50,000 - $60,000