Administrative Coordinator

Ambient Recruiting is partnered with a growing, forward-thinking financial services firm to identify an organized and dependable Part‑Time Administrative Coordinator to join their team in Grand Rapids, MI.

This is an excellent opportunity for someone who takes pride in organization, enjoys variety in their day-to-day work, and is comfortable working with technology, systems, and administrative processes.

• Maintain and update workflows, templates, and records within firm systems
• Clean up and standardize templates to ensure consistency across the organization
• Organize, update, and maintain the firm’s standard operating procedures (SOPs)
• Maintain organization of password and credential management systems
• Utilize AI tools to streamline administrative tasks, including drafting, summarizing, organizing files, and improving templates
• Identify opportunities for automation and process improvements

• Assist with client renewals, including engagement letters, briefs, and budget information
• Support client onboarding and offboarding logistics
• Maintain organized electronic client files and folders
• Conduct periodic file clean-up and organization

• Coordinate onboarding logistics for new employees and interns
• Maintain organization of physical office files
• Help keep the office clean, organized, and presentable
• Assist with general administrative needs as they arise
  
  Qualifications:
  • Strong organizational skills and attention to detail
  • Dependable, collaborative, and team-oriented
  • Comfortable adapting to changing processes and priorities
  • Strong willingness to learn new systems and technology
  • Comfortable using technology and interested in AI and automation
  • Clear and professional written and verbal communication skills
  • Ability to handle confidential client and company information with discretion
  • Previous administrative, office management, or coordinator experience
  • Experience with practice management, CRM, or workflow management software
  • Experience in a professional services, accounting, or financial services environment
  • Collaborative, team-first environment
  • Direct access to leadership and mentorship
  • Opportunity to expand responsibilities as the organization grows
  • Meaningful work supporting clients and their organizations