Client Service Coordinator

Core Responsibilities

• Scheduling & Calendar Coordination: Manage and maintain calendars, including scheduling client meetings and internal collaboration sessions. Anticipate conflicts and proactively resolve them to ensure a smooth, efficient workflow.
• Client Relations & Reception: Serve as a welcoming first point of contact, greeting office guests, routing visitors to the appropriate team members, and setting a positive tone for every client interaction.
• Communications & Correspondence: Answer and manage phone calls, emails, and general correspondence with professionalism and timeliness. Ensure all client and internal communications are handled with discretion and care.
• CRM & Data Management: Update CRM records, document client interactions, and ensure the accuracy and completeness of all client information to support team visibility and follow-through.
• Meeting & Event Coordination: Coordinate logistics for client meetings and office events, including conference room setup, catering arrangements, and preparation of materials.
• Administrative Support: Maintain accurate and organized files and documentation. Handle office administrative tasks and provide backup support to the client service team as needed.
• Project & Team Support: Assist with special projects and additional responsibilities as they arise, demonstrating flexibility and a solutions-oriented approach.

Core Competencies

• Organizational Excellence: Skilled at prioritizing tasks, maintaining efficient systems, and ensuring nothing falls through the cracks.
• Communication: Exceptional written and verbal communication; adept at engaging with clients and colleagues with warmth and professionalism.
• Client Service Orientation: Committed to delivering a consistently excellent experience that reflects the firm’s values and standards.
• Time Management: Ability to manage multiple priorities simultaneously and meet deadlines in a fast-paced environment.
• Interpersonal Savvy: Builds strong working relationships with empathy, positivity, and professionalism.
• Discretion & Confidentiality: Handles sensitive client and firm information with sound judgment and integrity.
• Adaptability: Thrives in a dynamic environment and adjusts seamlessly to evolving priorities and responsibilities.

Candidate Characteristic/Disposition

The ideal candidate is a polished, people-first professional who takes pride in creating an exceptional client experience. You are organized, dependable, and quick to anticipate what’s needed before being asked. You handle sensitive information with care, manage competing priorities with composure, and bring a positive, collaborative energy to every interaction. You are a fast learner, eager to grow, and committed to making the team around you stronger.

Skills & Abilities

• Education: High School Diploma required
• Experience: Some experience in financial services or a similarly professional, client-focused environment preferred. General knowledge of personal financial services is a plus.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Outlook, Excel) and experience with CRM platforms preferred.