Client Service Coordinator
Client Service Coordinator
Summary
The Client Service Coordinator is tasked with proactive and ongoing coordination and communication between our office and our clients.
Friendly, professional communication and executing a high-end client experience are the mission-critical outcomes for this role. The Client Service Coordinator facilitates initial and follow-up communications with clients by phone, mail, email, in-person, and through our office text messaging platform.
Coordination between our team and our clients makes the Client Service Coordinator integral in creating and growing rapport with clients and prospective clients. This role supports the Advisor(s) in meeting preparation, follow-up tasks, processing documents, and otherwise ensuring the Advisor can stay focused on their role.
35+/- hours per week
Job Duties
- Assist Advisor(s) with their schedule
- Ensure running on time for meetings, on schedule for deadline
- Assist with scheduling, meeting prep, data entry, and follow-up tasks for client
- Take initiative to assist Advisor(s) to ensure their focus on growth and service
- Provide administrative support internally for Advisor(s) and Administrative and/or Executive Assistants, including fielding incoming phone calls, occasional post office trips, and/or office errands, as well as occasional light cleaning/office organization to ensure a high-end and client-ready office environment.
- Create and/or maintain internal office meeting agendas, internal communications, and standard operating procedures (SOPs)
- Create, edit, and maintain office-level templates for letters, emails, text platform
- Provide client service support, facilitate and ensure tasks/projects progress to completion
- Draft and edit communications
- Maintain calendars and appointments
- Implement and maintain communication strategies and projects
- Assist with financial planning and consulting services
- Update Client Relationship Manager (CRM) database and recordkeeping
- When requested, assist with and/or oversee the training of new/additional staff
Key Skills
- Professional, courteous, positive, and reassuring communicator verbally and in writing
- Attention to detail and compliant with regulatory and home office requirements
- Continuously adheres to a high standard of care with clients and works at establishing a good rapport and team approach with clients, advisors, and colleagues
- Inspires confidence by seeking solutions, asking questions, and accepting of responsibility in demonstrating excellence in performing all tasks assigned
- Seeks assistance when necessary
- Reports to work as scheduled and neat in appearance
- Shows ability to handle the unexpected and demonstrates independent and sound reasoning when presented with a problem or scenario
- Organizes and prioritizes own work for effective and efficient utilization of time
- Consistently determines proper priorities when organizing daily tasks; able to adjust schedule(s) when unforeseen circumstances arise
- Self-motivated, multi-tasking, and problem-solving without the need for constant, direct supervision
Weekly tasks by category
- 40% Coordinating administrative and client support with proactive communications with clients in-person, by phone, email, and office text messaging platform
- 40% Coordinating with Advisor(s) - (proactive communication with clients, proactively touching base with Advisor regarding appointment start and end times, pending tasks, and upcoming deadlines
- 20% Provide internal office support and other duties as assigned
Other Details
- Expect daily check-ins with Advisor(s) and/or colleagues to monitor, organize, and prioritize daily tasks.
- Performance reviews with Direct Report: annually, based on the date of hire, or more frequently, as needed
- For additional training, career advancement, or concerns, you are encouraged to seek out your direct report and schedule time on their calendar on an as-needed basis per our Open Door policy.
Day in the Life: Client Service Coordinator
A favorite client arrives. The Front Desk Coordinator greets them and you make your way out to say hello, offer to make a copy of the paperwork they brought with them, and reassure them that their list of questions was already provided to their Advisor in advance thanks to the efforts made to prompt them to get the most out of their time today.
You are satisfied they’re getting the full VIP experience as you cheerfully share updates with their Advisor as the happy clients head into the strategy & technical portion of their visit. You look forward to following up to assist clients in implementing changes & recommendations, without having to make the recommendations.
It is a busy, professional work environment, and thanks to our note system, our growing office processes, and our intentionality around creating an excellent client experience - you get to fulfill your role with ease while preparing for meetings, following up on the relevant tasks and in general, assist in taking care of people’s financial lives - taking a little stress off their plate, giving them back a little time or reducing roadblocks - so they can focus on what’s important to them. You rest assured, knowing our clients are better off because they work with a team that cares about them.
This is for you if:
-You love making a difference in people’s lives and enjoy variety in your day.
-You have a knack for seeing how things work and can share insights into improving our process.
-You want to be part of a team that cares about office culture, and work-life balance and who encourages you and wants to see you succeed in your life goals in and out of the office.
Why Us?
- Be the organized and reassuring voice behind our locally owned, women-owned business.
- Work in a dynamic, supportive team with opportunities for growth and advancement.
- Contribute to the welcoming atmosphere to make a difference in our clients' experience.
Ready to be a key part of our story? Your journey with us starts here.
Interested candidates can submit their resumes and cover letters outlining their suitability for the role to Emily @ BrightFutureWealthManagement .com.
Please include “Client Service Coordinator - Applicant” in the subject line.