Client Coordinator/Scheduler

Responsible for scheduling all client meetings, including preparation time and follow-up for advisors. Responsible for maintenance of Client Relationship Management (CRM) database; create, edit and update prospect, client and Center of Influence (COI) information. Provide administrative support to advisors and participate in tasks and projects as assigned in the day-to-day operations of the office. Provide support and backup for administrative team members.

Responsibilities

  • Schedule and confirm all client meetings; coordinate advisor’s schedules, allowing for preparation time and follow-up.
  • Accurate and timely administration of CRM database; create, edit and update prospect, client and COI information.
  • Provide administrative support to assigned advisors including; monitor email boxes, organize calendars, schedule appointments, coordinate schedules with other staff and individuals outside the firm, make travel arrangements and create detailed trip itineraries.
  • Answer telephone calls; route, take messages and answer client questions as appropriate; follow up with clients to obtain required information; update client information in CRM database, as necessary
  • Talk with and pre-qualify prospective clients; enter information in CRM and send out Get Acquainted Meeting (GAM) information.
  • Prepare general correspondence and respond directly to routine inquiries.
  • Process and communicate confidential client information professionally and discreetly.
  • Create and maintain individual task list.
  • Provide support and backup for administrative staff and other staff as needed.
  • Participate in special projects and as a member of various internal committees.

Qualifications

  • Excellent interpersonal, organizational, listening and written/verbal communication skills
  • Excellent typing, spelling and proofreading skills.
  • Excellent Word, Excel, CRM, Outlook and PowerPoint skills.
  • Able to work independently and establish priorities.
  • Must be organized, detail oriented and able to multi-task.
  • Able to work effectively with the highest standards of confidentiality and ethics.
  • Able to project a professional image to clients.
  • Team player, collaborative, able to work well with all levels of the firm, as well as with clients.

Experience

  • Associate’s Degree (or at least 2 years of college). Bachelor’s Degree preferred.
  • Three years of administrative support experience in a professional services environment.

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