Office Coordinator

We are seeking a highly organized and proactive Office Coordinator to provide comprehensive administrative and operational support in a fully onsite role. This position is essential to the day-to-day functionality of our office, ensuring seamless coordination of administrative tasks, internal communications, and facility management. Key responsibilities include handling mail distribution and cash receipts, supporting client check runs and board meetings, maintaining office supplies and equipment, providing local IT and telephone support, and assisting with onboarding, event coordination, and ad hoc client-related tasks. The ideal candidate will have excellent organizational and communication skills, strong attention to detail, and the ability to thrive in a fast-paced, team-oriented environment. This is a hands-on position requiring a professional presence in the office every workday to support staff, clients, and business operations.

Note: Employment-based non-immigrant visa sponsorship and/or assistance is not offered for this specific job opportunity.

The Role

• Provides for all General Administrative functions in the office including general office security, functionality and operational efficiency. 
• Handles receipt and distribution of incoming and outgoing mail (i.e. filing, scanning, forwarding, courier service, etc.). 
• Ensure proper handling of cash receipts following approved procedures. 
• Coordinate with Accounts Payable team for at least a weekly client check run (printing, mailing, coordinating reviews, etc.) and annually for 1099 (printing, mailing coordinating reviews, etc.)
• Provides telephone coverage answering Company telephone lines, taking accurate messages and timely forwarding to appropriate personnel, knowing whereabouts of staff at all times, handles urgent calls with appropriate judgment and professionalism.
• Acts as gatekeeper and liaison to internal departments and employees as well as external clients and business contacts.
• Maintains office supplies at an adequate level to support office operations by regularly checking inventory levels, anticipating supply needs and ordering appropriate supplies
• Coordinates office property management ensuring functionality of HVAC system, lighting, office access, printers, break-room appliances, conference room technology, etc.
• Understands importance of Internal Controls and the WTW code of Conduct and works to be seen as a role model in the office
• Coordinates and maintains staff administrative records (i.e. office security passes, phone directory, seating assignments, etc.) 
• Assists in office calendar maintenance
• Coordinates special internal colleague events (ordering lunch, snacks, scheduling of office meetings and special outings) 
• Provides local Information Technology support (e.g. ordering of computer supplies, monitors, final laptop setup and distribution)
• Coordinate with office management for on-boarding and off-boarding colleagues (i.e. set up schedules for new colleagues, first two week schedules, support for station set-up, etc.)
• Occasional overtime may be required 
• Out of the office errands such as going to the post office, bank or store for supplies 
• Maintains professional contact with clients if required
• Maintains open items and actionable tasks list 
• Assist with preparation, printing or assembling electronic client Board meeting books.
• Assist with miscellaneous client tasks (i.e. preparing cover letters, submitting regulatory filings)
• Assists with the coordination of client Board of Director meetings (i.e. board room set-up and take down, coordination of food and beverage, preparation of board books, reserving of conference rooms, etc.)
• Coordinates special events (conference participation and client dinners) and attend as necessary
• Coordinate client reservations, special events, board room, etc. with hotels or resorts
• Provides administrative support to the team where required

The Requirements

• Preferred degree or completion of a secretarial business school
• Preferred five years of office support experience in financial services, legal or compliance background
• Highly proficient in Microsoft Office Suite; strong technical skills in Excel
• Ability to work on a team
• Effectively communicate in verbal and written formats 
• Solid time management and organizational skills
• Excellent writing and verbal communication skills
• Pleasant and professional telephone manners
• High attention to detail along with the ability to multi-task
• Must be a team player who can take feedback as well as give it
• Ability to work independently and with the team

This position will remain posted for a minimum of three business days from the date posted or until sufficient/appropriate candidate slate has been identified.

Compensation and Benefits

Base salary range and benefits information for this position are being included in accordance with requirements of various state/local pay transparency legislation. Please note that base salaries may vary for different individuals in the same role based on several factors, including but not limited to location of the role, individual competencies, education/professional certifications, qualifications/experience, performance in the role and potential for revenue generation.

Compensation

The base salary compensation range being offered for this role is $40,000 - $50,000 USD annually.

This role is also eligible for an annual short-term incentive bonus.

Company Benefits

WTW provides a competitive benefit package which includes the following (eligibility requirements apply):

• Health and Welfare Benefits: Medical (including prescription coverage), Dental, Vision, Health Savings Account, Commuter Account, Health Care and Dependent Care Flexible Spending Accounts, Group Accident, Group Critical Illness, Life Insurance, AD&D, Group Legal, Identify Theft Protection, Wellbeing Program and Work/Life Resources (including Employee Assistance Program)
• Leave Benefits: Paid Holidays, Annual Paid Time Off (includes state/local paid leave where required), Short-Term Disability, Long-Term Disability, Other Leaves (e.g., Bereavement, FMLA, ADA, Jury Duty, Military Leave, and Parental and Adoption Leave), Paid Time Off (only included for Washington roles)

Pursuant to the San Francisco Fair Chance Ordinance and Los Angeles County Fair Chance Ordinance for Employers, we will consider for employment qualified applicants with arrest and conviction records.

EOE, including disability/vets