Client Care Specialist

Note: The company is looking for somone who has an Active State Life & Health Insurance License OR a strong commitment to study for and pass the exam prior to your start date (all study materials and exam fees will be covered).

Our client specializes in personal retirement and healthcare planning. They are dedicated to guiding individuals and families through critical life stages with expert advice and compassionate support. This is an opportunity to join a team where every interaction contributes to the financial well-being and peace of mind of their valued clients.

Are you ready to be the welcoming heart of a thriving financial planning firm? They are seeking a dynamic individual to serve a Client Care Specialist / Receptionist, to play a pivotal role in shaping the client experience.This isn't just an administrative position; it's a chance to make a profound impact, ensuring every client feels valued, heard, and cared for, whether they're walking through the doors or joining virtually. You'll be the crucial link between clients and expert advisors, contributing directly to a seamless and high-touch service model.

In this essential role, you will orchestrate a superior client experience, manage critical administrative functions, and provide invaluable support to financial advisors. Your daily contributions will ensure operational excellence and foster strong client relationships, directly contributing to the success and reputation of the firm.

Key Responsibilities

• Client Hospitality & Concierge Support
  • Warmly greet and welcome clients for in-office consultations, providing a professional and high-end experience.
  • Seamlessly guide virtual clients into Zoom meetings, offering technical assistance as needed.
  • Serve as the primary voice of the office, managing inbound calls with complete ownership of client inquiries and ensuring thorough resolution.
  • Maintain a polished, high-end, and welcoming front lobby and conference room environment.
• Advisor Support & Meeting Preparation
  • Prepare daily meeting materials, including client binders and reports, ensuring advisors are fully equipped for consultations.
  • Execute post-meeting action items, such as following up with clients, family members, or trusted contacts to facilitate smooth transitions and ongoing service.
  • Efficiently manage and coordinate advisor calendars, scheduling appointments via phone, email, text, or immediately following meetings.
• CRM & Data Integrity
  • Utilize Salesforce to retrieve client details, past meeting notes, and interaction histories in preparation for calls or visits.
  • Meticulously document all client interactions, including phone calls, emails, and front-desk engagements, within Salesforce to maintain comprehensive client records.
• Professional Growth & Licensing
  • Commit to obtaining a State Life & Health Insurance License within the first 30 days of employment, fully funded and supported by the firm, to assist with policy service requests and healthcare paperwork.

Must-Have Qualifications

• Experience: Minimum of 2 years in a high-touch customer service, front office, or administrative role.
• Licensing: Active State Life & Health Insurance License preferred, OR a strong commitment to study for and pass the exam before your first day of employment (all study materials and exam fees will be covered).
• Technical Proficiency:
  • Proficiency with CRM systems, with Salesforce experience highly preferred.
  • Strong familiarity with Zoom, virtual meeting setups, and modern multi-line phone systems.
  • Proficient in Microsoft Office / Google Workspace (email, calendar, document sharing).
• Communication & Demeanor: Exceptional verbal and written communication skills, coupled with a patient, empathetic, and solution-oriented mindset.
• Organizational Skills: Outstanding multi-tasking abilities and a high attention to detail, especially in fast-paced environments.

Nice-to-Have Qualifications

• Prior experience in financial planning, insurance, legal, medical, or luxury hospitality settings.