Client Service Coordinator

Summary

The Client Service Coordinator is the firm’s first point of contact and plays a critical role in delivering a warm, professional, and seamless client experience. This position supports daily administrative operations, manages communications, coordinates scheduling, and assists with office management and event planning. The ideal candidate is organized, friendly, proactive, and thrives in a client‑focused professional environment. This role supports advisors, maintains office efficiency, and ensures the firm operates smoothly.

Key Responsibilities

Client Interaction & Front Desk Support

• Serve as the primary point of contact for incoming phone calls and client inquiries.
• Greet clients warmly for in‑office appointments and create a professional, welcoming environment.
• Monitor and manage the firm’s main email inbox, routing or responding to messages promptly.
• Manage incoming and outgoing mail, packages, and document deliveries.

Scheduling & Calendar Management

• Coordinate and schedule client meetings, reviews, consultations, and internal team meetings.
• Maintain advisor calendars with accuracy, ensuring minimal conflicts and efficient time management.
• Send confirmations, reminders, meeting details, and follow-up communications.

Administrative & Office Operations

• Prepare and organize client files, custodial forms, reports, and meeting materials.
• Update CRM records and ensure accuracy of client information and service notes.
• Support administrative portions of custodial paperwork and follow-up (non‑licensed tasks only).
• Maintain a clean, organized, professional office environment.
• Maintain office equipment (printers, scanners, phones, conference systems) and coordinate service/repairs as needed.
• Order and restock office supplies, kitchen supplies, printed materials, and general inventory.
• Assist with receiving, sorting, and distributing mail and packages.

Event Planning & Client Engagement

• Plan and coordinate client appreciation events, workshops, educational seminars, and webinars.
• Oversee event logistics, including location/venue, catering, invitations, RSVPs, materials, and vendor communication.
• Support marketing initiatives such as newsletters, emails, and client communications as needed.

Financial & Administrative Support

• Assist with facilitating payment of business bills, including rent, utilities, rotary dues, taxes, subscriptions, and other recurring expenses.
• Ensure timely processing of invoices through coordination with advisors or operations staff.
• Track and organize financial documents for internal operations.

Advisor Support

• Prepare client meeting packets, forms, follow-up tasks, and outgoing communications.
• Assist with document preparation, scanning, filing, and digital record maintenance.
• Perform various administrative tasks and special projects assigned by advisors, supporting both client service and firm operations.

QualificationsRequired

• 1–3 years of experience in administrative support, reception, customer service, or office coordination.
• Excellent communication skills—professional, friendly, and client-focused.
• Strong organizational skills with keen attention to detail.
• Ability to manage schedules, multitask, and work efficiently in a fast-paced environment.
• Proficiency with computers, phone systems, scheduling tools, and basic office technology.
• Strong professionalism, discretion, and respect for confidential information.

Preferred

• Experience in financial services, professional services, or a similar client‑facing business environment.
• Familiarity with CRM systems (e.g., Wealthbox, Redtail, Salesforce) or other client‑management tools.
• Event planning experience.
• Experience with Microsoft 365 (Outlook, Word, Excel, Teams) or similar productivity platforms.

Key Skills

• Client service excellence
• Professional phone and email etiquette
• Scheduling & calendar coordination
• Office management & organization
• Event planning
• Attention to detail
• Multitasking & prioritization
• Strong communication skills
• Reliability & follow-through

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Paid time off
• Parental leave
• Retirement plan

Work Location: In person