Client Coordinator

Summary/Objective

Reporting to the Planning Team and Client Coordinator Supervisor, the Client Coordinator is responsible for being the initial point of contact for our clients, whether that is through phone calls or emails.

• Provide administrative support to a Planning team. This includes answering initial client phone calls and assisting (when needed) in responding directly to client calls and email communications.
• Scheduling client consults and phone calls when needed. The Client Coordinator will be responsible for keeping each of their Planners schedules up to date with any client meetings, firm meetings, and scheduled client phone calls.
• Request information directly from the client that may be needed for upcoming consults or phone calls and follow-up accordingly. This should be completed no less than 7 weeks before the consultation.
• Receive and organize information from the client so that the Data Input Specialist and Associate Planner can prepare for the upcoming meetings/calls.
• Assist with Investment Operations by submitting requests as needed via the Tectonic Portal, as instructed by the Planner. This will require the Client Coordinator to understand what the Planner would like to accomplish and then partner with the Investment Operations team to help ensure timely transactions.

Each day, the Client Coordinator will have certain responsibilities to ensure that they are serving their clients and a contributing member of the planning team.

• Act as the initial point of contact (via phone or email) and liaison between the Planner and the client
• Facilitate client consult day logistics
• Keep an accurate, confirmed, and up-to-date calendar for their Planners
• Gather information from clients, renaming, and saving that information in an organized fashion for use in the preparation of client consults
• Ensure clients are provided with the appropriate compliance disclosures and engagement letters according to their services

This job description is not designed to cover or contain a comprehensive listing of essential functions or responsibilities that are required of the employee for this job. Essential functions and responsibilities and activities may change at any time with or without notice.

• Bachelor’s degree preferred but minimum of high school diploma or equivalent required
• Minimum 3 years related work experience as an administrative assistant preferred
• Professional demeanor with a service mentality
• Organized, detail-oriented, competent follow through skills
• Excellent communication skills (spelling and grammar)
• Superior organization skills - ability to suggest processes and follow up
• Ability to exercise good judgment/decision making when necessary
• Must have flexibility to work overtime as required
• Proficiency in Microsoft Office software including Word, Excel, and Outlook
• Self-motivated with strong sense of owning the client relationships (internal and external)
• Ability to independently manage multiple projects to completion

No out of town or overnight travel is expected for this position.

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

This is a largely sedentary role; however, some filing may be required. This would require the ability to lift files, open filing cabinets and bend or stand, as necessary.

This is a full-time, non-exempt position. Days and hours of work are Monday through Friday 8:30 a.m. to 5 p.m. Some flexibility in hours is allowed based on management’s approval. The ability to work remotely is allowed based on management’s approval.

Through our competitive compensation and benefits program, we seek to attract, retain and motivate a high-performing and increasingly diverse Associate population. Our compensation and benefit structure is comprised of many factors, including but not limited the size of our Firm, our financial position, the industry, business objectives, market salary information, benchmark pay levels and practices against the respective peer group (to ensure equal pay for equal work, with allowable pay differences based on factors not prohibited by law), and unique circumstances of the Firm that are subject to change.

Minimum: $30.00/hr - Maximum: $40.00/hr USD

• Heavily subsidized medical insurance options
• Generous employer HSA contributions
• 100% employer-paid Short-Term Disability, Long-Term Disability, Accident, Basic Life Insurance, and Telehealth/Virtual Urgent Care/Whole Mental Health
• Dental and Vision plans
• Unlimited PTO
• Organization-paid holidays, including an extended Winter Break
• Safe Harbor 401k Plan
• Employer-paid professional dues, licenses, and renewals
• Continuing Education resources
• Family Planning Assistance Program and Paid Parental Leave
• Subsidized fitness programs

Cain Watters &…