Front Desk Receptionist / Client Service Coordinator
Client Concierge | Client Support
Job Overview
We are seeking an energetic, warm, and detail-oriented Front Desk Receptionist / Client Service Coordinator to serve as the welcoming face of our organization and a key support partner to our Advisors. This vital role manages front desk operations, provides exceptional client service, and delivers administrative and operational support that ensures smooth daily office functions.
You will act as a liaison between Advisors, clients, and internal team members, maintaining a professional, organized, and inviting environment at all times. Your positive attitude, strong communication skills, and proactive approach will be essential in delivering outstanding service both in person and over the phone.
This paid position offers an excellent opportunity to grow your administrative and client service expertise while contributing to a supportive, service-driven team.
Key ResponsibilitiesFront Desk & Client Experience
- Greet visitors, clients, and staff with professionalism and warmth to ensure a positive first impression.
- Answer and manage a multi-line phone system promptly, directing calls courteously and efficiently.
- Ensure all client interactions, in person, by phone, or email, are welcoming, professional, and service-focused.
- Serve as a point of contact for client inquiries, routing requests appropriately and following up as needed.
Advisor & Client Support
- Act as a liaison between Advisors, clients, and internal team members to support administrative and operational needs.
- Assist Advisors with meeting preparation, client requests, and ongoing administrative tasks.
Calendar & Appointment Management
- Schedule all client review meetings for each Advisor.
- Confirm meetings, send reminders, and manage rescheduling of missed or requested appointments.
- Maintain accurate calendars using Microsoft Office.
Pre‑Meeting & eMeeting Support
- Meet quarterly with Advisors to confirm correct templates are being used.
- Confirm and coordinate any custom slides provided by Advisors.
- Generate and prepare eMeetings prior to scheduled client meetings.
Post‑Meeting & Documentation
- Receive meeting notes from Advisors and enter summaries into the CRM system.
- Create client summary letters within eMeeting.
- Upload completed eMeetings and summary letters to OFM and deliver to clients as required.
Administrative & Office Support
- Perform data entry, filing, proofreading, and document preparation to maintain accurate records.
- Handle incoming and outgoing correspondence, including email and mail distribution.
- Assist with general office organization and supply inventory.
- Support clerical tasks such as typing, data entry, and cross-department administrative assistance.
- Responsibilities may evolve over time to meet the needs of the practice and management.
Qualifications & Requirements
- Strong computer proficiency, including Microsoft Office (Word, Excel, Outlook)
- Experience with multi-line phone systems and professional phone etiquette.
- Exceptional organizational and time-management skills with the ability to multitask in a fast-paced environment.
- Prior customer service experience demonstrating strong communication and interpersonal skills.
- Experience with clerical and administrative tasks including filing, proofreading, data entry, and calendar management.
- Familiarity with CRM systems (Salesforce knowledge is a plus).
- Personal assistant or general office support experience is advantageous.
- Bilingual abilities are highly desirable to support a diverse client base.
Benefits
We offer a comprehensive and competitive benefits package, including:
- UnitedHealthcare Medical Insurance
- MetLife Dental (High and Low Plans)
- MetLife Vision Coverage
- 401(k) Retirement Plan with Company Match
- Paid Time Off (PTO)
- Paid Company Holidays
- Employee Training & Professional Development Opportunities
- Supportive, team-oriented work environment
Join Our Team
Become an integral part of a vibrant, service-driven organization dedicated to excellence. As our Front Desk Receptionist / Client Service Coordinator, your professionalism, organization, and client-first mindset will help ensure our office runs smoothly while creating a warm, welcoming experience for every client and team member.
Pay: From $50,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
