Client Services Coordinator

Client Services Coordinator 

Step into an instrumental role to help conduct the smooth operation of a fast-paced, and friendly, financial planning office. This is a great role for someone who is looking to embark on a career in financial services. We support and reward internal organic growth and this talented individual can grow into an advisor role and learn from a very talented team of financial experts.

This team member will manage the day-to-day activities around client meetings, provide support to financial advisors and associate financial advisors, and assist with office operations essential to a small business. Partner with the Director of Client Services to deliver an outstanding client service model. This position will consistently follow high standards of business and professional ethics and legal and regulatory requirements when dealing with others and/or performing work activities. A fun-spirited team approach to what we do makes for an amazing office for both clients and peers.

Position Description

Assist the financial advisors and associate financial advisors in managing and organizing office work flow and daily business operations.

Responsibilities and Time Allocation

May change over time to meet the needs of the practice and can include other duties as assigned. The successful candidate should have a flexible, problem-solving approach to day to day functions.

Position Functions

80% Client Care

  • First on phone and front of office position
  • Coordinate all client meetings for/with each advisor and follow segmentation and meeting frequency guidelines
  • Contact clients to arrange for meetings at least one month in advance, keep calendars updated, confirm meetings via email, phone and mail and reschedule as required
  • Assist with client meeting preparation and follow-up
  • gather past emails, meeting notes, reports and account reviews
  • highlight any missing information so it can be captured or shared during client meeting
  • ensure all user accounts are linked and updated
  • run miscellaneous reports as requested
  • check system for client insurance and/or rollover status
  • review billing funding and/or shortages in accordance with billing cycles
  • Work with Director of Client Services on implementing innovative solutions to improve client experience such as automation of client scheduling
  • In concert with Director of Client Service maintain client appreciation efforts and work on new outreach and methods
  • Establish model calendars for staff as directed and schedule internal meetings
  • Set up and maintain client files in Box in accordance with the records retention policy
  • Scan and digitally file paperwork by client and submit for third-party processing by email
  • Prepare paperwork populated with necessary client information prior to sending for further attention and return
  • Send paperwork to clients and track return of paperwork and mark status updates in CRM as needed
  • Follow-up on outstanding paperwork with clients
  • Keep CRM updated with important client information and personal information that help us know more about the clients at a glance
  • Respond to ad hoc requests, coordinate/track projects and/or manage business-as-usual projects such as organizing a client seminar as needed
  • Ensure the overall experience for clients is exceptional
  • Nights and weekends required on occasion

20% Business Management

  • Order supplies and other office related items
  • Manage equipment and facilities including equipment maintenance and cleaning service contracts
  • Review work methods and procedures for possible quality improvements and efficiencies; implement them when appropriate
  • Handle and log daily mail, both incoming and outgoing, including UPS
  • Open the office (gather newspapers, make coffee, unload/load dishwasher, stock kitchen)
  • Act as a technical resource to provide training and support to the production team as needed
  • Act as a back up to other staff

Key Traits of a Successful Client Services Coordinator

  • Direct attention to detail and organization
  • Being an energetic caregiver for clients in the office and at Brio events
  • Effective communication with clients and peers
  • Effective and efficient time management
  • Polite and clear phone manner
  • Ability to multi-task
  • Ability to adhere to rules and regulations as stated and required by the SEC and internal compliance practices and procedures
  • Positive attitude and sincere willingness to constantly learn and grow

Education and Experience

  • Bachelor’s degree or higher with a focus in finance
  • Strong desire to work toward designations as appropriate and supported by the firm
  • Future interest in possibly achieving SEC licenses

This is a great fit for someone who is looking to embark on a career in financial services. We support and reward internal organic growth. If you're interested in a new career in a wonderful environment with huge opportunity for growth and a cutting-edge RIA – please email a cover letter along with your resume to: