Client Experience Specialist

Job Summary

Join Harlow Wealth Management in Vancouver, WA!

We're looking for someone who enjoys building relationships and creating exceptional experiences from the very first interaction.

As our Client Experience Specialist, you'll be the welcoming face of our office, creating outstanding first impressions while coordinating front office operations and serving as the liaison between clients and advisors.If you're organized, professional, personable, and thrive in a people-focused, in-office environment, we'd love to hear from you.

Responsibilities

Front Office

• Greet and intake all visitors
• All inbound calls
• Confirm appointments
• Handling inbound mail: routing to proper person in office

Client Experience – Office Hospitality & Meeting Support

• Create a world class experience for guests visiting our office
• Coordinate hospitality services for clients and visitors, including preparing and serving refreshments as requested.
• Prepare conference rooms for meetings and restore them afterward, ensuring rooms are clean and fully stocked.
• Maintain the cleanliness, organization, and professional appearance of all client-facing and common office areas.

Service & Sales Support

• Printing and Mailing-Orion statements (10 clients only)
• Misc. client requests
• Mailing outbound paperwork for the Service Team. Ad-Hoc on request. Anything requiring ink signatures.
• Sales presentations --printing documents, compiling the folders for appts
• Prospect appointments -- Scanning in docs, routing to best person.
• Tax Document Requests from Clients: Printing and mailing outbound upon request
• Reset Orion passwords for clients
• Process Annuity Delivery

Administrative Operations

• Purchase Office Supplies and Equipment. Amazon, Office Depot, Store runs (occasional Costco & Fred Meyer).
• Vendor/ contractor office scheduling Ad Hoc: Copy Machine repair, IT installation, Plant maintenance, construction in office
• Landlord request management: maintenance items.
• Onboarding new employees (per new Employee Onboarding Spreadsheet) -- LastPass, Nextiva, AE Tech (domain access)
• Issue Company Equipment/Items – (When applicable) Issue key FOBs, Office keys, Office supplies, Laptops ReMarkables

Backup Appointment Coordinator:

• Scheduling - existing clients/client reviews, prospect appointments and reschedules
• Prospect Appointment confirmations: Texting, phone calls, emails.

Knowledge

• Proficient in Microsoft Office Suite (World, Excel, Outlook and Teams)
• Familiar with CRM (Client Relationship Management) software

Skills

• Proficient phone skills
• High Level Organizational and Time Management skills

Abilities

• Ability to management time & multi-task (prioritize day
• Ability to consistently follow-through assigned tasks

Experience and Education/Training

• Experience working in a fast-paced environment
• High School Diploma or Equivalient
• 1 year experience with CRM (Client Relationship Management) software PREFERRED
• 1 year front desk experience
• 1 year Administrative Assistant experience

Attributes

• Loves interacting with people
• Willing to converse with visitors, clients and prospects
• Enjoys data entry
• High level of attention to detail
• Highly organized with strong follow-thru
• Strong work ethic
• Willing to work as part of a team; dedicated to the team
• Problem Solver
• Self-directed
• Task Oriented
• Positive/Calm Under Pressure
• Proactive

Pay: $46,000.00 - $56,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: Hybrid remote in Vancouver, WA 98660

Salary : $46,000 - $56,000