Client Experience Coordinator

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

Part-Time|Frankfort, Illinois|Reports to the Chief of Staff

Position Summary

The Client Experience Coordinator is the first person our clients see, hear, and remember. This role owns how PrairieView feels: a warm greeting at the door, a conference room that is ready before anyone asks, a handwritten note that lands at exactly the right moment, and a hundred small touches that tell clients they are known and cared for.

It starts as a hospitality and coordination role, and it does not stay there. As you learn our clients and our systems, the work moves deeper into the business: client service, account and paperwork support, events and internal communications, and firm operations. How far it goes depends on the person.

We are not looking for someone to answer the phone and wait for the next task. We are looking for someone who notices what is needed, handles it before being asked, takes real pride in how this office runs, and wants to keep learning.

Status: Part-time, non-exempt, approximately 20 to 25 hours per week

Schedule: Weekday business hours set in advance, with some flexibility around client events and peak tax season

Growth: This role is built to grow. As the firm grows, we expect the position to expand into a full-time role with broader responsibility and ownership.

Core Responsibilities

Front of House and Hospitality

• 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

Client Concierge and Relationship Touches

• 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

Scheduling and Meeting Support

• 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

Client Service and Operations Support

• 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

Events, Internal Communications, and Office Support

• 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

Qualifications

Required

• 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

Preferred

• Experience in a financial services, tax, legal, or other professional services office
• CRM experience, such as Salesforce, Redtail, Wealthbox, or similar
• Event planning or coordination experience
• Experience with SharePoint, Canva, Mailchimp, or similar tools

Who Thrives in This Role

• Warm by default, and genuinely enjoys people
• Notices the details other people walk past
• Anticipates instead of reacting
• Takes ownership of the outcome, not just the task
• Discreet, steady, and trustworthy with sensitive information
• Flexible when the day changes, which it will

PrairieView Wealth & Tax Advisors is an equal opportunity employer. We consider all qualified applicants without regard to any characteristic protected by federal, state, or local law.