Client Experience Coordinator

Summary of Responsibilities

The Client Experience Coordinator plays an important role in creating a welcoming, professional, and seamless experience for clients while supporting the day-to-day administrative needs of Grandview Partners. This position is responsible for front-office operations, client hospitality, marketing coordination, and client event planning, while also providing assistance to the Client Service Team with routine client service requests and account maintenance.

The ideal candidate is organized, detail-oriented, personable, and proactive, with the ability to manage multiple responsibilities while contributing to a positive client experience and the overall efficiency of the firm.

Growth & Development: This role offers the opportunity to grow within Grandview Partners, with a potential career path into the Client Service team for individuals interested in expanding their financial services knowledge and taking on additional responsibilities over time.

Principal Responsibilities:

Office Administration & Client Hospitality

• Answer incoming phone calls, direct inquiries to the appropriate team members, and provide a professional and welcoming first point of contact for clients and visitors.
• Greet clients upon arrival for meetings, ensure they feel welcomed, and notify the appropriate team member when they arrive.

·      Coordinate and schedule client meetings on behalf of advisors, including managing calendars, communicating with clients to confirm meeting times, and ensuring meeting details are accurately recorded and communicated to the appropriate team members.

• Prepare conference rooms in advance of client meetings, ensuring rooms are organized, properly equipped, and ready for use based on advisors’ calendars.
• Assist with ordering office supplies, maintaining inventory, and ensuring the office remains organized, presentable, and well-maintained.
• Provide general administrative support to advisors and staff as needed, including scheduling, coordination, and other day-to-day office tasks.

Marketing & Client Events

• Oversee and coordinate the firm's marketing efforts, including social media posts, client newsletters, and other client-facing communications.
• Develop, organize, and maintain a marketing calendar to coordinate content, communications, and upcoming initiatives.
• Lead the coordination of client events, including but not limited to webinars, client appreciation events, and other firm-sponsored needs.
• Assist with event planning and execution, including invitations, registration, communications, vendor coordination, materials, and follow-up.
• Help maintain consistent branding and a polished, professional presentation across marketing materials and client communications.

Client Service & Account Administration

• Assist the Client Service Team with routine client service requests and administrative account maintenance.
• Assist with updating client addresses, maintaining accurate account records, and ensuring client information is current in the firm's CRM system.
• Assist with processing routine money movement requests, beneficiary updates, name changes and other account maintenance items in accordance with firm procedures
• Help prepare and organize client paperwork for signature, track outstanding administrative items, and follow up with team members as needed to support timely completion.
• Maintain accurate and organized client records within Wealthbox and other applicable systems.
• Collaborate with the Client Service Team to provide timely, accurate, and professional support to clients.

Firm Operations & Technology

• Become familiar with the firm's policies, procedures, technology platforms, and operational workflows.
• Utilize Microsoft Office and relevant firm technology platforms to support administrative, marketing, and client service responsibilities.
• Stay informed of relevant technology updates and process changes that affect assigned responsibilities.
• Perform additional administrative and operational duties as needed to support the firm.

Required Knowledge, Skills & Competencies

• Strong interpersonal and communication skills, with a professional and welcoming demeanor.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities, meet deadlines, and follow through on assigned responsibilities.
• Demonstrated ability to follow established procedures and instructions consistently.
• Strong communication skills, including the ability to assist with client-facing communications and marketing content.
• Proficiency in Microsoft Office Suite and comfortable utilizing technology
• Familiarity with CRM systems (Wealthbox) and electronic signing platforms (DocuSign) is a plus.
• Experience with social media, email marketing, newsletters, or event coordination is preferred.
• Ability to work collaboratively with team members across multiple functions.
• Proactive, dependable, and service-oriented approach to daily responsibilities.

Qualifications

• Prior administrative, customer service, marketing, or financial services experience preferred.
• One to three years of relevant professional experience preferred.
• Bachelor's degree preferred.
• Experience in a financial services or professional office environment is a plus.
• Familiarity with financial technology and AI tools that can support day-to-day operations is a plus.