Client Coordinator

Summary/Objective

Reporting to the Senior Wealth Advisor, the Client Coordinator supports our wealth management team. This role is the operational backbone of the client experience — managing scheduling, communications, and administrative workflows for advisors while serving as a warm, professional first point of contact for clients. The ideal candidate is highly organized and personable, who thrives in a fast-paced, detail-oriented environment and takes pride in keeping a busy advisory practice running smoothly.

Essential Functions

• Serve as the primary point of contact for clients, delivering exceptional service by managing communications, coordinating meetings, and supporting a professional and welcoming client experience.

• Provide administrative and operational support to advisors by managing calendars, preparing meeting materials, coordinating follow-up activities, and assisting with correspondence, reports, and presentations.

• Process and maintain client account documentation, including new account setup, account maintenance requests, transfers, and CRM records, ensuring accuracy, completeness, and timely execution.

• Support the efficient operation of the wealth management practice by coordinating office administration, vendor relationships, travel arrangements, firm events, and other team support activities.

• Maintain strict confidentiality and compliance standards while handling sensitive client information, documentation, and communications in accordance with firm policies and regulatory requirements.

Responsibilities & Duties

• Serve as the primary point of contact for incoming client calls, emails, and office visits, providing a professional and welcoming client experience

• Manage advisor calendars, schedule and confirm client meetings, and coordinate logistics for in-office and virtual appointments

• Prepare meeting materials, including account summaries, agendas, and client documentation, in advance of advisor meetings

• Process and track new account paperwork, account maintenance requests, and transfer documentation, ensuring accuracy and timely completion

• Maintain and update client records and contact information in the CRM system

• Coordinate follow-up tasks after client meetings, including sending summaries, action items, and requested documents

• Assist with the preparation of correspondence, presentations, and reports for advisors and clients

• Support event planning and coordination for client appreciation events, seminars, and firm functions

• Manage office administrative functions, including supply ordering, vendor coordination, and mail/document handling

• Assist with travel arrangements and expense reporting for advisors as needed

• Uphold strict confidentiality and compliance standards when handling sensitive client and financial information

• Provide general administrative support to the wealth management team, including filing, data entry, and document preparation

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.