Job Description
Job DescriptionJob Title: Client Services Coordinator
Reports To: Office Manager / Department Head
Payrate: $19.23-$24.04
Department: Client ServicesJob Summary:The Client Services Coordinator is responsible for ensuring the highest level of client satisfaction by effectively managing client interactions, addressing inquiries, and handling client-related tasks. This role involves managing the firm's calendar, coordinating client appointments, overseeing workshops, processing financial applications, maintaining client files, and ensuring that all tasks related to client satisfaction are completed efficiently and professionally.Duties and Responsibilities:
- Client Scheduling and Coordination:
- Follow firm processes and maintain the firm’s calendar, scheduling prospect and client meetings according to procedures.
- Interact with prospects and clients, using tact and discernment to assess and address their needs and crises.
- Ensure all client appointments are confirmed and reminder calls are made the day prior.
- Workshop Management:
- Create, manage, and arrange all workshop materials, including handouts, nametags, pens, refreshments, and equipment.
- Oversee setup and cleanup of workshops, including managing venues when applicable.
- Ensure all equipment is functioning, greet attendees, collect evaluations, and escort them out post-workshop.
- Client Relationship Management:
- Oversee client requests and manage relationships, ensuring progress is being made in a timely manner.
- Route requests or issues to the appropriate individual or department for resolution as needed.
- Financial Application Management:
- Oversee all client financial functions, including opening accounts, moving money between financial accounts, completing insurance applications, and following up on financial transfers.
- Track ongoing client financial issues and follow up to resolve pending matters.
- Client File and Documentation Management:
- Pull and prepare client files for meetings, ensuring all necessary documents are included.
- Follow up after meetings, documenting discussions and ensuring any follow-up tasks are addressed.
- Fee Collection and Database Management:
- Collect and track client fees, ensuring they are properly documented.
- Maintain the firm’s database to track client and prospect statuses.
- Team Leadership and Communication:
- Act as a team leader by providing weekly status reports to the team during the Weekly Team Meeting.
Additional Responsibilities:
- General Administrative Support:
- Answer phones and route calls to the appropriate person.
- Sort and distribute mail, scan and file documents, and assist with opening and closing the office.
- Perform any other duties necessary to maintain client satisfaction and ensure the smooth operation of the firm.
Qualifications:Education/Experience:
- High school diploma or equivalent; associate’s or bachelor’s degree in business, communications, or a related field is a plus.
- Previous experience in a client services, administrative, or project management role is preferred.
Knowledge, Skills, and Abilities:
- Strong organizational skills with the ability to manage multiple tasks and deadlines.
- Excellent verbal and written communication skills.
- Ability to maintain professionalism and composure when interacting with clients, even in stressful situations.
- Proficient in computer software (Microsoft Office Suite, CRM software, etc.).
- Knowledge of financial processes and client management systems is an advantage.
Key Competencies:
- Client-focused and results-oriented with an emphasis on providing exceptional service.
- Strong problem-solving and decision-making skills.
- Ability to work independently and as part of a team.
Work Environment:
- This position is office-based, requiring a high level of interaction with clients, prospects, and internal teams.
- The work environment is fast-paced, requiring multitasking and adherence to deadlines.
Physical Demands:
- While performing the duties of this job, the employee is regularly required to sit, stand, walk, and talk or hear.
- The employee may need to occasionally lift and/or move up to 25 pounds.
If you're a dedicated professional with excellent client service skills and an eye for detail, we invite you to apply for the Client Services Coordinator position today!
INDFli