Front Office Coordinator

As our retirement planning firm continues to grow, we are seeking a First Impressions Coordinator to join our team in Brentwood. This individual will frequently be the first voice clients and prospective clients hear and the first person they meet, making this role essential to the experience we provide. The ideal candidate is friendly, personable, and professional, with a genuine desire to make others feel welcomed and cared for. It is imperative to work with a high level of professionalism, like the rest of the team.

We use a comprehensive approach to hiring that includes thorough interviews with team members, background checks, and personality tests. 

General summary of duties and responsibilities

The purpose of this position is to ensure a smooth day-to-day operation of the front office with an emphasis on creating a warm, inviting environment for our clients and prospects. This position also requires excellent organization and the ability to be detail-oriented when it comes to recording important information in our CRM or communicating with the team. This position requires administrative duties such as answering incoming phone calls, greeting clients, and calendar management for advisors ' calendars, and handling outgoing mail. 

Job Duties

·      Greet clients and guests warmly and professionally, in person and by phone

·      Monitor the client chat line to ensure a timely response from the team

·      Manage incoming calls, emails, and inquiries with accuracy and discretion

·      Maintain a welcoming and organized reception area

·      Schedule appointments and assist with calendar coordination for advisors

·      Provide administrative support to team members as needed

·      Assist with client events, meetings, and office coordination

·      Handle confidential information with professionalism and care

·      Assist the marketing team with event preparation

·      Manage the drinks and snacks for clients and staff

·      Order and manage office supplies

·      Sort and distribute mail

·      Assist with copy/scanning when needed

·      Outgoing mail correspondence

·      Run errands when needed

·      Filing when needed

Knowledge, Skills, and Abilities

·     Excellent phone skills (includes being a good listener)

·     Detailed oriented

·     Professional appearance

·     Ability to work in a busy advisory office

·     Must work well with a team

Minimum Requirements

·     High school degree required (some college preferred)

·     At least 1 year of job experience in a support role

Personal skills

·     Outgoing friendly personality

·     Positive attitude

·     Likes to work in a team environment

·     Strong work ethic

·     Flexible

·     Desire to support a team