Office Coordinator

About the Role

You are the first person a client sees when they walk through our doors and the reason their visit feels effortless. At GDS, clients trust us with what matters most to them. That trust starts in the lobby, not the conference room.

The Office Coordinator owns the client experience from arrival to departure and keeps the office running at a standard our clients notice. This is a hospitality role inside a wealth management firm. The details matter here: a warm greeting by name, a conference room that is ready before the meeting starts, a prospect packet that looks flawless. If you take pride in an environment where nothing is out of place and every guest feels expected, this role was built for you.

What You Will Do

• Greet clients, prospects, and visitors warmly and professionally, and notify team members promptly when guests arrive.
• Escort clients and visitors to meeting rooms and provide white-glove service throughout their visit, including offering refreshments.
• Schedule conference rooms and assist with meeting coordination across the team.
• Answer and direct incoming calls promptly and professionally.
• Monitor the general office voicemail and email inboxes as assigned.
• Prepare prospect packets, presentations, and other meeting materials as requested.
• Stock and maintain the break room with snacks and refreshments.
• Keep the office, reception area, conference rooms, and common areas clean, organized, and presentable at all times.
• Take on other duties and projects as assigned.

What You Bring

• 2+ years in reception, hospitality, or administrative support. Client-facing experience in financial services, professional services, or upscale hospitality is a plus.
• A polished, professional presence and genuine warmth with guests. You make people feel welcome without being told to.
• Reliability you can be measured on. This role anchors the office. Punctuality and consistency are non-negotiable.
• Strong verbal and written communication and confident phone etiquette.
• Proficiency with Microsoft Office and the ability to learn scheduling and CRM tools quickly.
• Discretion. You will be around confidential client and financial information daily and must protect it without exception.
• High school diploma or equivalent required.

Who Thrives Here

Our values are not wall art. We hire against them.

• No drama. You do not start it and you do not tolerate it.
• Kaizen. You want to be better this quarter than last and you are comfortable being uncomfortable.
• Pursuit of excellence. You hold yourself to the highest standard and move with urgency.
• Grit. When it gets hard you go through it, not around it. Be a buffalo, not a cow.
• Excuses or results. You own outcomes. No finger pointing, no whining.

What We Offer

Working Conditions

This is a fully on-site role in a professional office environment. The position requires extended periods at the front desk and occasional lifting of up to 25 pounds when stocking break room and office supplies, with or without reasonable accommodation.

Additional Information

Employment with GDS is at-will. Nothing in this job description creates a contract of employment or alters the at-will relationship. Duties and responsibilities may change at any time based on business needs.

As a wealth management firm, GDS conducts background checks on candidates who receive a conditional offer of employment, consistent with the Fair Credit Reporting Act and applicable law.

GDS is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law.