Client Experience & Scheduling Coordinator

Hightower Advisors; Falmouth (ME); On-site; USD 33,000 - 55,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Parental leave

401k matching

HSA contributions

Student loan assistance

Pet insurance

Job summary

White Pine Wealth Management, based in Falmouth, Maine, is seeking a Client Service Coordinator to be the first point of contact for clients and partners and to support Advisors and client service teams. The role focuses on managing communications, coordinating advisor schedules, preparing meeting materials, and maintaining client records with a high standard of confidentiality.

The position emphasizes collaboration, organization, and proactive service within a client-centered financial services

Qualifications

• High school diploma or equivalent; associate or bachelor's degree preferred.
• 2+ years of administrative, client service, reception, or office coordination experience.
• Organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft 365, Outlook, Teams, and Zoom.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Experience in financial services, wealth management, banking, insurance, or professional services environment.

Responsibilities

• Serve as the primary point of contact for clients, visitors, and business partners, creating a welcoming and professional office environment.
• Answer and direct incoming phone calls, emails, and other inquiries in a courteous and timely manner.
• Manage advisor calendars and coordinate client review meetings using Schedule Once, Outlook, Salesforce, and other firm-approved scheduling tools.
• Schedule, confirm, and track client appointments while ensuring accuracy and advisor availability.
• Assist with processing and organizing meeting-related documentation and administrative paperwork.
• Support Advisors and Client Service Associates with day-to-day administrative tasks and special projects.
• Maintain and update client records within firm systems, ensuring data accuracy and completeness.
• Coordinate social media calendar with Office Manager, Marketing team.
• Facilitate effective communication between clients, advisors, and internal support teams.
• Collaborate with team members to improve operational efficiency and client service processes.
• Assist in managing workflow priorities to support business objectives and service standards.
• Maintain strict confidentiality of client information and firm records.
• Adhere to all firm policies, procedures, and regulatory requirements related to client communications, recordkeeping, and data security.
• Ensure client information and documentation are maintained accurately within firm systems.

Skills

Microsoft 365

Outlook

Communication

Time management

Confidentiality

Team collaboration

Education

High school diploma or equivalent

Associate or Bachelor's degree preferred

Tools

Schedule Once

Salesforce

Outlook

Microsoft Teams

Zoom

Job description

White Pine Wealth Management, based in Falmouth, Maine, is seeking a Client Service Coordinator to be the first point of contact for clients and partners and to support Advisors and client service teams. The role focuses on managing communications, coordinating advisor schedules, preparing meeting materials, and maintaining client records with a high standard of confidentiality.

The position emphasizes collaboration, organization, and proactive service within a client-centered financial services