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About the Role

This dynamic role keeps Pitcairn’s San Francisco office running smoothly while serving as a central resource for employees, vendors, building management, and service providers. The Experience & Administrative Coordinator oversees workplace operations, document and records administration, vendor coordination, selected financial processes, and employee onboarding and offboarding support.

Responsibilities

• Maintain a professional, organized, client-ready office; coordinate supplies, meetings, catering, events, access, building requests, and emergency procedures.
• Receive, scan, route, track, and securely maintain mail, invoices, checks, notices, permanent files, entity binders, minute books, vault inventories, and original documents.
• Manage routine service providers, maintain vendor procedures and contacts, track requests, and identify opportunities to improve service, efficiency, and cost effectiveness.
• Route invoices and payment documents, support office credit card and expense processes, maintain petty cash records, coordinate deposits, and apply appropriate confidentiality and controls.
• Partner with Talent & Culture and local leadership on onboarding, offboarding, workspace and access readiness, employee events, communications, training, and related logistics.
• Create practical guides, checklists, and procedures; streamline recurring workflows; and support special projects and cross-functional initiatives.

Requirements

• Proven discretion with confidential documents, financial information, employee information, and sensitive records.
• Experience coordinating vendors, building management, service providers, or professional advisors.
• Strong organization, communication, project management, judgment, and follow-through; proficiency with Microsoft Office, SharePoint/OneDrive, Adobe/PDF tools, digital filing, and office equipment.
• Experience in a family office, financial services, investment advisory, legal, accounting, or other high-discretion professional services environment is preferred but not required.

Skills

• Microsoft Office
• SharePoint/OneDrive
• Adobe/PDF tools
• Digital filing
• Office equipment operation

Location

• San Francisco

Work Type

• Onsite

Experience Level

• 5+ years of experience in office management, workplace operations, executive support, business operations, or administrative coordination.

Education Level

• Bachelor's degree preferred, or equivalent professional experience.

Salary/Compensations

• $75,000.00 – $100,000.00

About the Company

• Pitcairn’s innovative Shared Single-Family Office ® model provides unparalleled service to wealthy families and other family offices.
• Since the firm’s founding in 1923, Pitcairn has helped ultra-high-net-worth families and its members navigate the individual, interpersonal, and institutional challenges that come with wealth.
• We understand multigenerational family wealth in a way that few other wealth advisory firms do.
• Our comprehensive family office services include investment advisory, tax, trust and estate planning, risk management, philanthropy, household-level financial services as well as family education and family governance support.

Equal Opportunity

• Pitcairn is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, ancestry, national origin, sex, gender identity, sexual orientation, age, disability, marital status, domestic partner status, parental status, or medical condition.
• Pitcairn complies with applicable state and local nondiscrimination laws.
• As an investment adviser, Pitcairn employees may be subject to limitations on personal investment activities.
• Pursuant to applicable law, including the California Fair Chance Act and the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.