Client Experience Coordinator

Strategic Wealth Advisors Group; Utica (MI); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

Flexible Schedule

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

Parental Leave

Career Growth Opportunities

Retirement Plan

Mon-Fri Schedule

Job summary

Strategic Wealth Advisors Group is seeking a personable, organized professional to own the client experience from the first phone call through appointment scheduling and ongoing follow-up. This integrated front-desk role combines hospitality, client coordination, scheduling, and administrative support.

The ideal candidate enjoys interacting with people, pays attention to details, and follows through without reminders.

Qualifications

• Experience in client service, reception, scheduling, or administrative coordination; financial services experience is preferred.
• Strong organizational skills with ability to manage competing priorities while remaining welcoming and responsive.
• Professional phone etiquette and clear written and verbal communication.
• Comfort working with CRM systems, calendars, email, and standard office software.

Responsibilities

• Welcome clients, prospects, and guests; notify the appropriate team member of their arrival.
• Answer incoming calls professionally, assist with general inquiries, and route requests and messages accurately.
• Keep the reception area, meeting rooms, and client-facing spaces welcoming, organized, and stocked.
• Prepare refreshments, meeting packets, folders, and other materials before appointments.
• Coordinate front-desk backup when needed.
• Schedule client and prospect meetings and maintain advisor calendars.
• Confirm appointments and provide meeting preparation instructions or links.
• Address scheduling changes, cancellations, and conflicts promptly.
• Monitor assigned communication channels and respond to or route requests appropriately.
• Track outstanding items and follow through until the next step is completed or assigned.
• Manage registrations and maintain attendee information for seminars/workshops.
• Confirm attendance, gather event details, and send reminders.
• Prepare attendee lists, forms, folders, and event materials.
• Review seminar responses and route interested prospects for exploratory calls.
• Coordinate follow-up by phone, text, and email.
• Maintain timely CRM records of communications, appointments, and follow-up activity.
• Keep prospect records current with status, responsible team member, and next action.

Skills

Client service

Reception

Scheduling

Administrative coordination

CRM systems

Professional phone etiquette

Detail-oriented

Tools

CRM software

Calendars

Office software

Job description

Job Description

Strategic Wealth Advisors Group is seeking a personable, organized, and proactive professional to own the client experience from the first phone call or seminar registration through appointment scheduling, office visits, and ongoing follow-up. This is one integrated role combining front-desk hospitality, client and prospect coordination, scheduling, and administrative support. You will be the welcoming face of our office and the person who keeps these connected activities moving accurately and on time.

The ideal candidate enjoys interacting with people, takes pride in details, and follows through without needing routine reminders. This is a hands‑on position, with primary front-desk coverage as an essential, ongoing responsibility.

Benefits

• Paid Time Off (PTO)
• Flexible Schedule
• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Disability Insurance
• Parental Leave
• Career Growth Opportunities
• Retirement Plan
• Mon-Fri Schedule

Responsibilities

Front Office & Client Experience:

• Welcome clients, prospects, and guests; notify the appropriate team member of their arrival.
• Answer incoming calls professionally, assist with general inquiries, and route requests and messages accurately.
• Keep the reception area, meeting rooms, and client-facing spaces welcoming, organized, and stocked.
• Prepare refreshments, meeting packets, folders, and other materials before appointments.
• Coordinate front-desk backup when needed.

Scheduling & Client Communication:

• Schedule client and prospect meetings and maintain accurate advisor calendars.
• Confirm appointments and provide meeting preparation instructions, office directions, or virtual meeting links.
• Address scheduling changes, cancellations, and conflicts promptly.
• Monitor assigned communication channels and respond to or route requests appropriately.
• Track outstanding items and follow through until the next step is completed or assigned.

Seminar, Workshop & Prospect Coordination

• Manage registrations and maintain accurate attendee information.
• Confirm attendance, gather relevant event details, and send reminders.
• Prepare attendee lists, forms, folders, supplies, and event materials.
• Review seminar responses and route interested prospects to designated team members for exploratory calls.
• Coordinate subsequent appointments and complete assigned follow-up by phone, text, and email.
• Support seminar and workshop preparation and execution as assigned.

CRM & Operational Support:

• Maintain timely, accurate CRM records of communications, appointments, and follow-up activity.
• Keep prospect records current with a clear status, responsible team member, and next action.
• Receive and distribute mail, scan and route documents, and maintain office supplies.
• Coordinate assigned client recognition activities, birthday videos, and the firm’s 100-day client process.
• Provide regular updates on outstanding follow‑ups, upcoming events, and items requiring attention.
• Identify practical ways to improve the client experience and office efficiency.

Requirements

• Experience in client service, reception, scheduling, or administrative coordination; financial services experience is preferred.
• Strong organizational skills and the ability to manage competing priorities while remaining welcoming and responsive.
• Professional phone etiquette and clear written and verbal communication.
• Comfort working with CRM systems, calendars, email, and standard office software.
• Attention to detail, discretion, and respect for confidential information.
• A dependable, collaborative approach and willingness to take initiative.
• The ability to shift smoothly between client interactions and detailed administrative work.