Client Experience Specialist

Harlow Wealth Management, Inc.; Vancouver (WA); On-site; USD 40,000 - 52,000; Full time

Job summary

Harlow Wealth Management, Inc. is seeking a Client Experience Specialist to be the welcoming face of the Vancouver, WA office. You will coordinate front office operations, greet visitors, manage inbound calls, and serve as the liaison between clients and advisors.

The role requires strong organizational skills and a personable, professional demeanor. The position is 100% in-office, with responsibilities including scheduling, event preparation, and ensuring a world-class client experience in a

Qualifications

• Experience in a fast-paced office environment.
• High School Diploma or equivalent.
• 1 year CRM experience preferred.
• 1 year front desk experience.
• 1 year Administrative Assistant experience.

Responsibilities

• Greet and assist visitors; manage front desk operations.
• Answer inbound calls and route inquiries to the appropriate advisor.
• Schedule appointments and confirm meetings.
• Coordinate office hospitality and refreshment services.
• Prepare conference rooms and maintain office areas.
• Support client communications and document handling.

Skills

Microsoft Office

CRM software

Organizational skills

Time management

Education

High School Diploma

Tools

CRM software

Job description

Company Description

Harlow Wealth Management, Inc. is an independently owned and operated Registered Investment Advisor (RIA) firm serving clients in the greater Portland metropolitan and southwest Washington areas from its office in Vancouver, Washington. The firm builds on the retirement planning expertise of its founder, Danny Harlow, who had served the community since 1973. Harlow Wealth Management specializes in helping individuals who are retired or nearing retirement create customized retirement strategies. Using its proprietary “Harlow Way,” the firm addresses sustainable retirement income, healthcare and long-term care risk, investment growth, taxes, and estate and legacy planning.

Job Summary

We're looking for someone who enjoys building relationships and creating exceptional experiences from the very first interaction.

As our Client Experience Specialist, you'll be the welcoming face of our office, creating outstanding first impressions while coordinating front office operations and serving as the liaison between clients and advisors.

If you're organized, professional, personable, and thrive in a people-focused, in-office environment, we'd love to hear from you.

Responsibilities

Front Office - position is 100% in office

• Greet and intake all visitors
• All inbound calls
• Confirm appointments
• Handling inbound mail: routing to proper person in office

Client Experience – Office Hospitality & Meeting Support

• Create a world class experience for guests visiting our office
• Coordinate hospitality services for clients and visitors, including preparing and serving refreshments as requested.
• Prepare conference rooms for meetings and restore them afterward, ensuring rooms are clean and fully stocked.
• Maintain the cleanliness, organization, and professional appearance of all client-facing and common office areas.
• Printing and Mailing-Orion statements (10 clients only)
• Misc. client requests
• Mailing outbound paperwork for the Service Team. Ad-Hoc on request. Anything requiring ink signatures.
• Sales presentations --printing documents, compiling the folders for appts
• Prospect appointments -- Scanning in docs, routing to best person.
• Tax Document Requests from Clients: Printing and mailing outbound upon request
• Reset Orion passwords for clients
• Process Annuity Delivery

Administrative Operations

• Purchase Office Supplies and Equipment. Amazon, Office Depot, Store runs (occasional Costco & Fred Meyer).
• Vendor/ contractor office scheduling Ad Hoc: Copy Machine repair, IT installation, Plant maintenance, construction in office
• Landlord request management: maintenance items.
• Onboarding new employees (per new Employee Onboarding Spreadsheet) -- LastPass, Nextiva, AE Tech (domain access)
• Issue Company Equipment/Items – (When applicable) Issue key FOBs, Office keys, Office supplies, Laptops ReMarkables
• Scheduling - existing clients/client reviews, prospect appointments and reschedules
• Appointment confirmations: Texting, phone calls, emails.

Knowledge

• Proficient in Microsoft Office Suite (World, Excel, Outlook and Teams)
• Familiar with CRM (Client Relationship Management) software

Skills

• High Level Organizational and Time Management skills

Abilities

• Ability to management time & multi-task (prioritize day
• Ability to consistently follow-through assigned tasks

Experience and Education/Training

• Experience working in a fast-paced environment
• High School Diploma or Equivalient
• 1 year experience with CRM (Client Relationship Management) software PREFERRED
• 1 year front desk experience
• 1 year Administrative Assistant experience

Attributes

• Loves interacting with people
• Willing to converse with visitors, clients and prospects
• High level of attention to detail
• Highly organized with strong follow-thru
• Strong work ethic
• Willing to work as part of a team; dedicated to the team