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: info@briofg.com