Overview
We are seeking a professional, polished, highly organized, and people-focused Client Service, Scheduling & Operations Specialist to serve as the first point of contact for our clients and ensure a seamless experience from the moment they walk through our doors. This full-time, in-person position (Monday–Friday) plays a key role in managing client interactions, coordinating meetings, maintaining accurate client information, and upholding our office's welcoming, high-standard environment.
The ideal candidate thrives in a fast-paced setting, enjoys working with people, possesses exceptional attention to detail, and can effectively multitask while maintaining a high level of professionalism and accuracy.
Primary Responsibilities
- Serve as the front-facing representative of the firm, warmly greeting and assisting clients in person.
- Coordinate and manage inbound and outbound communications (phone, email, and in-person) to arrange client appointments, phone consultations, and virtual meetings.
- Manage and align multiple calendars for advisors and team members to ensure accurate and efficient scheduling.
- Handle a high volume of client inquiries, requests, and service needs with professionalism, urgency, and discretion.
- Prepare meeting spaces and ensure clients receive a white-glove service experience.
- Maintain the professional appearance, organization, and functionality of the office environment.
- Proactively identify and resolve scheduling conflicts and client service issues.
- Perform data entry and maintain accurate client records within CRM and internal systems.
- Review and process client information with a high degree of accuracy and attention to detail.
- Effectively prioritize tasks and multitask in a fast-paced, high-volume environment serving high-net-worth individuals and families.
- Support advisors and team members with administrative and operational projects as needed.
Qualifications
- 2+ years of client service, administrative, scheduling, receptionist, or office operations experience (professional services, financial services, legal, or medical office experience preferred).
- Exceptional organizational, multitasking, and time management skills.
- Strong attention to detail and commitment to accuracy in data entry and record management.
- Outstanding verbal and written communication skills.
- Proficiency with Microsoft Office Suite, scheduling software, CRM systems, and general office technology.
- Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
- Friendly, approachable, and service-oriented demeanor with a commitment to delivering an exceptional client experience.
- Strong problem-solving abilities, adaptability, and initiative.
- Ability to remain composed and organized while managing multiple priorities simultaneously.
What We Offer
- Friendly, collaborative workplace where hard work and laughter go hand in hand.
- Competitive compensation and benefits package.
- Opportunities for professional growth within a client-focused organization.
Job Type: Full-time
Pay: $50,000.00 - $55,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Paid training
- Professional development assistance
- Vision insurance
Work Location: In person
