Client Experience & Office Operations Specialist

Secure Money Wealth and Tax; King of Prussia (PA); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Professional development

Job summary

Secure Money Wealth & Tax in King of Prussia is hiring a First Impressions & Operations Coordinator to be the welcoming face of our office and manage day-to-day client and prospect experiences.

This full-time, onsite role blends front-office duties, scheduling, CRM data handling, seminar coordination, and general office support. You’ll wear multiple hats as the office grows, contributing to a polished client experience.

Qualifications

• Minimum of three years of relevant professional experience in client service, administration, reception, office operations, event support, or a related role.
• Excellent written and verbal communication skills.
• Warm, polished, and professional demeanor.
• Strong critical thinking and sound judgment.
• Excellent attention to detail and follow-through.
• Strong organizational and time-management skills.
• Comfortable learning and working across multiple technology systems.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while collaborating with team members onsite and remotely.
• Willingness to assist with both client-facing and routine office responsibilities.
• Ability to work full-time onsite in King of Prussia.
• Availability to support occasional evening seminars and events.

Responsibilities

• Answer incoming calls, emails, and client or prospect inquiries with professionalism and warmth.
• Greet clients and prospects visiting the office.
• Schedule and confirm appointments, consultations, follow-ups, and seminar-related activities.
• Ensure reminders and communications are sent accurately and on time.
• Respond to routine questions while knowing when to research, clarify, or a?
• Never guess, overpromise, or provide financial advice outside the scope of the position.
• Help ensure clients and prospects do not fall through the cracks.
• Maintain accurate client and prospect information in the CRM and related systems.
• Document calls, appointments, seminar activity, outcomes, and follow-up.
• Maintain tasks, reminders, and next steps.
• Review records for missing or inaccurate information.
• Learn and work confidently across scheduling, CRM, email, document, and marketing systems.
• Coordinate with IT or other technology partners when needed.
• Follow established confidentiality, compliance, and recordkeeping procedures.
• Help coordinate educational seminars, client events, and community outreach.
• Support invitations, registrations, reminder calls, attendee lists, materials, setup, check-in, and follow-up.
• Attend seminars and events as needed, including occasional evening events.
• Coordinate with venues, vendors, advisors, and internal team members.
• Maintain organized and current seminar and marketing materials.
• Support approved email, social media, presentation, and marketing activities.
• Track seminar participation, prospect activity, and follow-up within the appropriate systems.
• Help maintain a professional, organized office.
• Order office supplies, refreshments, printed materials, and other business needs.
• Coordinate lunches, deliveries, vendors, and basic office services.
• Prepare and reset conference rooms and common areas.
• Assist with office organization, decorating, light straightening, and general upkeep.
• Coordinate with building management, IT, and outside vendors when needed.
• Proactively identify office needs and help address them.
• As the office grows, assist advisors and team members with basic administrative needs.

Skills

Client service

Administration

Reception

Office operations

Event support

Written communication

Verbal communication

Professional demeanor

Critical thinking

Attention to detail

Organization

Technology proficiency

MS Office

Independent work

Team collaboration

Evening events

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Job description

Secure Money Wealth & Tax in King of Prussia is hiring a First Impressions & Operations Coordinator to be the welcoming face of our office and manage day-to-day client and prospect experiences.

This full-time, onsite role blends front-office duties, scheduling, CRM data handling, seminar coordination, and general office support. You’ll wear multiple hats as the office grows, contributing to a polished client experience.