Client Services & Operations Coordinator

We are seeking a highly organized, proactive, and client-focused Client Services & Operations Coordinator to support the daily operations of a dynamic wealth management firm. This role is essential to ensuring smooth reception operations, client service, and back-office support across insurance, investment, and office management functions. The ideal candidate is detail-oriented, tech-savvy, and thrives in a fast-paced, professional environment.

Key Responsibilities:

Client Scheduling & Servicing

·        Manage and confirm client appointments for Wealth Management Advisors (WMAs) and leadership. Utilize online appointment scheduling platform / client links.

·        Update and maintain client information and records.

·        Provide in-office meeting preparation and technology setup.

Client Servicing Operations

·        Track and update open insurance case inventory for multiple advisors.

·        Assist with insurance underwriting and policy deliveries.

·        Coordinate with multiple insurance carriers and perform basic data analysis to support advisors in developing tailored client recommendations

·        Manage policyowner service requests, including processing claims for life, disability, and long-term care insurance.

·        Prepare and process account paperwork.

·        Work with Investment team to support account servicing operations.

Front Desk & Office Management

·        Manage main office phone line and reception area.

·        Coordinate conference room setup and technology (TV, speaker, printer/scanner).

·        Handle incoming mail and manage mail holds during office closures.

·        Maintain office cleanliness including kitchen, trash, and common areas.

·        Scan, organize, and route incoming documents to appropriate team members or systems.

·        Track office supplies and lobby inventory.

·        Assist with team/client lunches and dinners.

·        Liaise with building management for facility needs.

Qualifications:

·        Prior experience in financial services, insurance, or investment operations preferred.

·        Hold or have ability to acquire Colorado life, accident and health insurance license within 3 months.

·        Strong organizational and multitasking skills.

·        Excellent communication and interpersonal abilities.

·        Proficiency with office technology and CRM systems.

·        Ability to maintain confidentiality and professionalism.

·        Self-starter with a proactive approach to problem-solving.