Client Experience Coordinator

Collective Advisors; Austin (TX); Presencial; USD 50.000 - 60.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Generous paid vacation

Health, dental, and vision insurance

401(k) employer contributions

Training and professional development

Team retreats and outings

Descripción de la vacante

Collective Advisors is an Austin-based financial advisory firm centered on thoughtful follow‑through and personal service. The Client Experience Coordinator will manage calendars, coordinate meetings, and support onboarding, marketing, and events to keep client interactions smooth and professional.

The role emphasizes versatility, judgment, and follow-through over financial services experience, with opportunities to grow as the firm expands.

Formación

• High school diploma required; college degree welcome but not required.
• Experience in professional office, client service, hospitality, administration, marketing, communications, events preferred.

Responsabilidades

• Welcome clients and visitors; prepare spaces and refreshments for interactions.
• Manage firm calendar and advisor schedules in Outlook and Calendly; handle confirmations & reminders.
• Support onboarding, client reviews, and meetings; route questions to the right teammate.
• Assist office operations, marketing communications, events, and routine firm projects.
• Coordinate client, prospect, and relationship-building touches, including gifts and acknowledgments.

Conocimientos

Friendly presence

Organization

Written communication

Prioritization

Calendar management

Team player

Educación

High school diploma

College degree welcomed

Herramientas

Microsoft Outlook

Calendly

CRM

Marketing platforms

Event platforms

Descripción del empleo

We are looking for a warm, organized person who enjoys helping people, managing busy schedules, and keeping varied work moving. Clients should feel welcomed and heard, and teammates should know important details will be handled.

ABOUT COLLECTIVE ADVISORS

Collective Advisors is a locally owned, independent financial advisory firm in Austin. We know our clients personally and believe thoughtful follow-through matters just as much as thoughtful advice.

We are growing while keeping the feel of a close, capable team. People help one another, improve the way we work, and spend time together outside the office. We want Collective Advisors to be a place where good people can build meaningful careers.

POSITION SUMMARY

The Client Experience Coordinator is a visible, varied role at the center of the firm's client experience and day-to-day coordination.

A substantial part of the position is managing the company calendar and multiple advisor schedules through Outlook, Calendly, and related scheduling tools.

The role also supports office operations, relationship-building activities, marketing communications, events, onboarding, and recurring firmwide projects. Financial-services experience is not required; versatility, judgment, communication, and follow-through matter most.

PRIMARY RESPONSIBILITIES

Client Experience and Scheduling

• Welcome clients and visitors, prepare meeting spaces and refreshments, and help each interaction feel organized and professional.
• Answer and route calls; manage the firm's general email, voicemail, and text channels; and make sure messages reach the right person.
• Own the day-to-day management of the company calendar and advisor schedules in Outlook and Calendly, including availability, scheduling links, confirmations, reminders, meeting rooms, virtual meeting details, and routine conflict resolution.
• Coordinate client review, discovery, proposal, onboarding, and occasional outside-professional meetings, gathering the details needed to schedule each meeting accurately and efficiently.
• Support new-client onboarding and routine online-access questions, including custodian access, while routing financial planning, account, or technical matters to the appropriate teammate.
• Coordinate client, prospect, center-of-influence, and other relationship‑building touches, including gifts and special acknowledgments.

Office and Administrative Support

• Manage mail and packages, supplies, deliveries, refreshments, conference‑room needs, and general office readiness, including building, maintenance, and cleaning requests.
• Process incoming client checks and other routine items according to firm procedures while protecting confidential information and maintaining organized records.
• Maintain routine meeting agendas and administrative follow‑up, and provide coverage during review season and other busy periods.
• Coordinate routine operational requests with outside partners and vendors, including appropriate service and data‑management requests.

Marketing Communications and Events

• Coordinate firm events and external relationship‑building activities, including memberships, sponsorships, and event tickets.
• Support client and prospect communications, including newsletters, announcements, invitations, and other firmwide communications.
• Create and coordinate marketing content for emails, blogs, newsletters, invitations, presentations, and social media.
• Maintain routine marketing platforms, contact groups, campaigns, and the firm's online business presence.
• Coordinate required compliance review and approval of marketing materials before distribution.

HOW THIS ROLE FITS AND GROWS

This role owns recurring coordination and execution across the client experience, office operations, marketing, communications, and events. That work allows advisors and operations teammates to focus on specialized client needs while keeping firmwide priorities moving.

As Collective Advisors grows, the position may take on deeper responsibility for client experience, marketing execution, events, systems, or selected firm projects.

WHAT WE ARE LOOKING FOR

We are looking for someone who genuinely enjoys serving others, takes pride in doing everyday work well, and likes moving between different kinds of projects. Strong candidates will stay positive and resourceful when priorities shift.

• A friendly, polished, and professional presence in person, by phone, email, and text.
• Strong organization, time management, accuracy, and attention to detail.
• Clear writing, proofreading, and communication skills for client and marketing materials.
• The judgment to recognize priorities, coordinate follow‑up, and know when an issue should be escalated.
• Comfort managing several advisor calendars, Calendly settings and links, events, communications, platforms, and deadlines while learning new technology and procedures.
• A team‑first attitude, reliable follow‑through, and genuine interest in helping the firm grow.

EXPERIENCE AND QUALIFICATIONS

• A high school diploma or equivalent is required; a college degree is welcomed but not required.
• Two or more years in a professional office, client service, hospitality, administration, marketing, communications, event coordination, or a related environment is preferred.
• Financial‑services experience is not required. Reliability, versatility, communication, and follow‑through matter more.
• Strong working knowledge of Microsoft Outlook and experience managing complex calendars are expected; experience with Calendly, CRM, marketing, communication, or event platforms is a plus.

WHAT SUCCESS LOOKS LIKE

• Clients and prospects receive a warm welcome, a prompt response, and a clear next step.
• The company calendar, advisor schedules, Calendly links, confirmations, and meeting logistics remain accurate, current, and organized.
• Client meetings, onboarding support, operational requests, and office needs stay on schedule with clear ownership and follow‑up.
• Events, relationship‑building activities, and marketing communications are completed accurately, thoughtfully, and with required approvals.
• The team can rely on this person to coordinate varied work, follow through, and close the loop.

COMPENSATION AND BENEFITS

Anticipated salary range: $50,000 to $60,000, based on experience and fit for the role.

We want people to have a life outside work, share in the firm's success, and enjoy the people they work with.

• Generous paid vacation and paid holidays, plus health, dental, and vision insurance.
• Automatic employer contributions to each eligible employee's 401(k), without requiring an employee contribution.
• Training, professional development, and room to take on more responsibility as the firm grows.
• Twice‑yearly team retreats, along with regular outings, meals, celebrations, and cultural activities.
• A collaborative environment where people help one another, share ideas, and take pride in serving clients well.

Someone who brings care, consistency, and energy to this role will have the opportunity to learn, contribute ideas, and become an important part of Collective Advisors' future.

EQUAL OPPORTUNITY

Collective Advisors provides equal employment opportunities to qualified applicants and employees. Employment decisions are based on qualifications, performance, and the needs of the firm.