What are the responsibilities and job description for the First Impression Specialist position at McIntosh & Associates, Inc.?
We’re seeking a professional, tech-savvy appointment scheduler with 1 year of experience managing calendars, working directly with clients, and using CRM tools in a financial or insurance office.
Be the First Connection That Builds Confidence
At McIntosh & Associates, we help families gain clarity and confidence in retirement. As our Client Scheduling Coordinator, you’ll be the first voice many prospects hear and the steady hand that keeps our calendar full and efficient. From calling event attendees to scheduling reviews, your ability to connect, track, and follow through is key to our team’s success.
What You’ll Do
- Schedule both financial and insurance appointments to fill revenue days (Tues, Wed, Thurs)
- Own the advisor calendar—confirm, reschedule, and follow up with professionalism and urgency
- Call and prequalify leads from seminars, marketing campaigns, and referrals
- Call “A” and “B” concierge clients to build relationships and schedule reviews
- Track and follow up on open prospects and client referrals
- Keep the CRM (Wealthbox) clean and updated with notes, statuses, and contact history
- Confirm all appointments and send letters, emails, or texts as needed
- Support the Director of Marketing with seminar prep, follow-up, mailers, and outreach campaigns
- Respond to all inbound leads and make outbound calls with a clear purpose and follow-through
Who You Are
- Proficient on the phone—friendly, articulate, and professional
- Highly organized with strong follow-up habits and a love for checklists
- Tech-savvy with experience in CRM systems (Wealthbox preferred), Calendly, Outlook, etc.
- Energized by client contact and detail-oriented scheduling
- Confident working with multiple team members and shifting priorities
Required Experience
- 1–2 years in client service, appointment coordination, or administrative support
- Prior experience in financial, insurance, or multi calender scheduling
- Strong phone communication and professional client service
- This role requires prior scheduling or client service experience. Candidates without experience managing calendars, CRM data, and appointment follow-up will not be considered.
What Success Looks Like
- Weekly appointment goals are consistently met or exceeded
- CRM notes and contact status always up to date
- Proactive outreach to new leads, events, and referrals
- Visible contribution to seminar/event success and advisor calendar health
Benefits
- 100% Employer-Paid Health & Dental
- 401(k) with Match
- Paid Holidays PTO
- Full training and growth opportunities
- Quarterly Clothing Allowance
- Employee Milestone Cash Bonus
Apply now to help families take the next step—and make every appointment count.
McIntosh & Associates is an Equal Opportunity Employer.
Job Type: Full-time
Pay: From $45,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Experience:
- scheduling appointments or managing multi-advisor calendars?: 1 year (Required)
- financial or insurance industry: 1 year (Required)
Work Location: In person
Salary : $45,000