Client Concierge; administrative coordinator

Position: Client Concierge (administrative coordinator)

Position Overview

The Client Concierge is a front-line ambassador of Arcadia’s Client Experience Department, responsible for delivering a consistent, thoughtful, and hospitality-driven experience across all client interactions. This role ensures the office operates smoothly, clients feel welcomed and supported, and advisors and internal teams receive accurate, timely administrative and operational support. A twist on the traditional administrative role, emphasized for white glove concierge level service.

The Client Concierge plays a critical role in setting the tone of the client experience through professionalism, organization, discretion, and attention to detail, while maintaining a polished and welcoming office environment. The client concierge team reports directly to the Head of Client Experiences.

Key Responsibilities Client & Advisor Support

• Serve as the first point of contact for clients, delivering a warm, professional, and attentive experience.
• Record and enter advisor dictation notes accurately across applicable CRM systems.
• Coordinate, document, and support advisor and EP meetings, including preparation of materials.
• Prepare first-appointment folders and client-facing materials.
• Organize and facilitate conference calls, Zoom, and hybrid meetings, including Zoom Cast setup.
• Make scheduled outbound and inbound client calls as directed.
• Manage onboarding and new-lead communications, ensuring accurate CRM data entry.
• Triage and respond to client inquiries with professionalism, discretion, and timeliness.

Client Communications & Reporting

• Prepare and send monthly client birthday cards.
• Compile and distribute Annual Review Monthly Reports and Lead Status Monthly Reports.
• Coordinate client mailings and outgoing correspondence.
• Manage client scheduling and calendar coordination.

Office Operations & Hospitality

• Open and close the office according to established security and operational protocols.
• Maintain lobby, conference rooms, kitchen, and client-facing spaces to hospitality standards.
• Prepare conference rooms daily, including technology setup, water, and refreshments.
• Manage front desk presentation including music, TV welcome slides, and overall ambiance.
• Monitor voicemail and route messages to appropriate team members.
• Print and distribute daily advisor calendars and meeting schedules.
• Maintain inventory and presentation of beverages, snacks, and office supplies.
• Ensure décor, plants, and client-facing details contribute to a welcoming environment.

Systems, Technology & Coordination

• Utilize Redtail CRM to maintain accurate client and household records and support onboarding.
• Utilize Canopy to collect, scan, organize tax documents, and support signatures and payments during tax season.
• Manage client and internal communications through Outlook and Slack.
• Support scheduling and calendar coordination using internal calendaring tools.
• Prepare reports, documentation, and meeting notes using Microsoft Office or Google Workspace.
• Operate office equipment including printers, scanners, and conferencing technology.

Tax Season & Special Project Support

• Triage incoming tax documents and client requests during tax season.
• Schedule tax-related meetings and coordinate advisor calendars.
• Enter dictation notes into Canopy and organize supporting documentation.
• Coordinate client signatures and collect payments as needed.
• Support additional projects and coverage as business needs require.

Qualifications

• Prior experience in a client-facing, administrative, or hospitality-focused role preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Comfortable managing multiple priorities in a fast-paced, client-centric environment.
• Proficiency with CRM systems, email platforms, scheduling tools, and office technology.
• Demonstrated ability to handle confidential information with discretion and professionalism.

Expectations

• Maintains a polished, welcoming, and hospitality-driven presence at all times.
• Demonstrates ownership and accountability for the client experience and office operations.
• Communicates proactively and professionally with clients, advisors, and internal teams.
• Anticipates needs and identifies solutions before issues arise.
• Upholds Arcadia’s standards of excellence, confidentiality, and professionalism.

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