VES, Inc.

Compensation

Full Description

About VES VES is a boutique, women-owned fiduciary and estate services firm that supports individuals and families through significant life transitions. Our work includes trust and estate administration, financial organization, and coordinated client support. We balance structure with warmth, and we value professionalism, clarity, and thoughtful communication in every interaction. Because clients often come to us during complex or sensitive moments, we strive to create a calm, steady, and well-organized environment that helps people feel supported and understood. Position Overview The Communications and Office Operations Coordinator is the face of the office and plays a central role in keeping daily operations running smoothly. This position blends client communication, organized administrative support, and support of the internal systems that help our team deliver consistent, high-quality service. The ideal candidate is calm, articulate, adaptable, and genuinely enjoys creating order and clarity in a dynamic environment. Why This Role Matters VES is in a period of thoughtful growth, and this role offers the opportunity to grow with us. We are looking for someone who wants to be part of building something meaningful—someone who takes pride in high-quality work, values long-term commitment, and understands the difference that calm, organized support can make in someone’s life. For the right person, this role offers the chance to expand your skills, contribute to a firm in high demand, and help shape a team that is dedicated to excellence and impact. Key Responsibilities: Client Communication & Front Office • Serve as the warm, professional first point of contact for clients and callers • Route calls and messages with care and accuracy • Conduct intake calls and support new client onboarding • Maintain a calm, organized, client-ready office environment • Uphold strict standards of confidentiality and discretion Office Operations & Administrative Support • Manage phones, scheduling, mail, scanning, filing, and document organization • Prepare engagement documents, client folders, and onboarding materials • Maintain clear, consistent digital and physical file structures • Support vendor coordination, billing coordination, and day-to-day workflows • Monitor office supplies, inventory, and workspace organization Internal Systems & Team Support • Support internal processes and help refine systems as the company grows • Assist with onboarding new employees in clerical and administrative areas • Help maintain smooth information flow across departments • Use technology confidently and learn new applications as needed • Contribute to a positive, collaborative, and professional team culture Qualifications • Two years of administrative, operations, or client-facing experience preferred • Excellent verbal and written communication skills; calm and clear presence • Highly organized, dependable, and attentive to detail • Strong comfort with technology and learning new systems • Ability to self-manage, prioritize, and pivot in a fast-paced environment • Experience in fiduciary, estate, legal, or healthcare-related settings is a plus • Integrity, emotional intelligence, and professional demeanor required Why Join VES? • Meaningful work supporting clients during important life transitions • Long-term growth potential within a steadily expanding firm • A warm, structured, professional environment where high standards and compassion coexist • A team that values clarity, communication, and thoughtful collaboration We welcome applicants who are dedicated to professional excellence, grounded communication, and the desire to contribute to a team that makes a genuine difference. Pay: From $30.00 per hour Application Question(s): • Do you have experience in a legal or equivalent office environment? • Are you comfortable with learning and supporting systems that rely heavily on technology? • Are you comfortable with numbers and data? Please notate applicable experience. • Are you willing to complete a background check? • We will be moving our office from Sausalito to San Rafael in February 2026. Are you able to commute to Sausalito until then? Work Location: In person