Client Experience Concierge — Part-Time

PrairieView Wealth & Tax Advisors; Frankfort (IL); On-site; USD 21,000 - 30,000; Part time

Job summary

PrairieView Wealth & Tax Advisors in Frankfort, IL, is seeking a Part-Time Client Experience Coordinator to greet clients, manage the lobby, coordinate the main phone line, and set a warm, professional tone for the office.

The role evolves as you learn our clients and systems, expanding into client service, paperwork support, events, and firm operations, with growth toward broader responsibilities as the firm grows.

Qualifications

• Two or more years in a reception, hospitality, administrative, or client-facing service role.
• Excellent written communication, including the ability to write a note or email in the firm voice.
• Strong organization and follow-through, with a track record of keeping many small commitments without dropping any.
• Comfortable with Microsoft 365 (Outlook, Word, Excel, Teams) and quick to pick up new software.
• Discretion and professionalism with confidential information.
• Genuine interest in learning the business and taking on more over time.
• Reliable transportation for local errands and occasional supply runs.

Responsibilities

• Own the client experience from the moment someone walks in or calls, including greeting and escorting guests, managing the main phone line, and directing questions to the right person
• Keep the lobby, conference rooms, and shared spaces meeting-ready throughout the day, including refreshments and the general atmosphere of the office
• Set the tone of the office so that visiting PrairieView feels warm, personal, and unhurried
• Run the firm client touch program end to end, including notes, milestone acknowledgments, welcome gifts, and thoughtful gestures that make clients feel known
• Follow up with clients after meetings and keep client records and touch history current in our systems
• Support the firm client-facing communication channels and help clients with the client portal and other basic access questions
• Look for opportunities to surprise and delight clients that no one has thought of yet
• Manage advisor calendars, coordinate and confirm client meetings, and keep the schedule running smoothly across offices
• Prepare everything a client meeting needs ahead of time, including rooms, materials, meeting packets, and virtual meeting setup
• Handle post-meeting follow-through so action items, tasks, and notes land where they belong
• Support the client service side of the firm, growing over time into work such as new account paperwork, account opening, money movement requests, and service requests
• Support document management and document preparation, including estate planning materials and heavier volume during tax and filing seasons
• Launch and move work through firm workflows and systems
• Document procedures along the way so the work is repeatable and can be covered by someone else
• Plan and coordinate firm events from start to finish, including client events, team meetings, and internal gatherings, working alongside marketing where an event is theirs
• Support internal communications, including firm announcements, updates, and the internal newsletter
• Keep our intranet and shared internal resources current so the team can find what it needs
• Support the employee experience, including onboarding for new team members and for teams joining through acquisition
• Coordinate travel, mail and packages, supplies, and local errands
• Provide general support to the firm as needs come up

Skills

Reception experience

Written communication

Organization

Discretion

Learning mindset

Reliable transportation

Tools

Microsoft 365

SharePoint

Salesforce

Wealthbox

Canva

Mailchimp

Job description

PrairieView Wealth & Tax Advisors in Frankfort, IL, is seeking a Part-Time Client Experience Coordinator to greet clients, manage the lobby, coordinate the main phone line, and set a warm, professional tone for the office.

The role evolves as you learn our clients and systems, expanding into client service, paperwork support, events, and firm operations, with growth toward broader responsibilities as the firm grows.