Client Relations Specialist

Horter Investment Management; Columbus (OH); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

401(k) with matching

Dental/Health/Vision Insurance

Paid Time Off/Parental Leave

Job summary

Horter Investment Management in Columbus, OH is seeking a proactive Client Relations Specialist to welcome clients and manage front-desk operations with professional hospitality. You will coordinate day-to-day activities, support seminars, and ensure a seamless client experience from arrival through departure.

The role requires 2+ years in reception or client-facing settings, strong organizational skills, and proficiency with Microsoft 365 / Google Workspace and CRM systems.

Qualifications

• 2+ years in reception, client services, hospitality, or a similar client-facing role.
• Demonstrated ability to provide warm, professional, and highly attentive client service.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and frequent interruptions while maintaining composure and accuracy.
• Demonstrated initiative and sound judgment, with the ability to work independently within established guidelines.
• Strong interpersonal and communication skills, with the ability to build rapport and remember client preferences and details.
• High level of discretion and professionalism when handling confidential client information.
• Proficiency with Microsoft 365 / Google Workspace and comfort working with calendars and CRM systems.

Responsibilities

• Greet and host every client with warmth and professionalism.
• Anticipate client needs, assist with seating and refreshments, and notify advisors of arrivals.
• Maintain a polished reception experience from arrival to departure.
• Serve as the professional first point of contact by phone.
• Resolve routine requests independently and route complex matters appropriately.
• Maintain high standards of responsiveness and professionalism in client communications.
• Manage conference room calendars, scheduling, and turnover.
• Ensure conference rooms are clean, stocked, and prepared for meetings.
• Monitor hospitality supplies and address needs proactively.
• Maintain accurate meeting logs and CRM notes.
• Ensure client information and meeting details are documented and accessible to the team.
• Receive, scan, log, and route client documents; handle confidential information per procedures.
• Provide day-of hospitality and administrative support for seminars and client events.
• Manage guest check-in and name recognition, ensuring attendees feel welcomed.
• Contribute to creating a positive, professional first impression for prospective and existing clients.
• Support the Client Relationship Manager in delivering a consistent client experience from first seminar through onboarding and beyond.
• Execute client touchpoints and share timely observations from day-to-day interactions.
• Serve as an in-person extension of the client relationship strategy.

Skills

Reception experience

Client service

Hospitality

Organizational skills

Microsoft 365

Google Workspace

CRM software

Tools

CRM systems

Calendar management

Job description

Location/Job Type: Full-time; In-Office; Mon-Fri, 8:30 am to 5:00 pm, with additional hours as needed to meet business demands.

Benefits: 401(k) with matching, Dental/Health/Vision Insurance, Paid Time Off/Parental Leave

POSITION OVERVIEW

We are seeking a proactive Client Relations Specialist to serve as the welcoming first point of contact at our Columbus office. This position combines exceptional client service, front-desk operations, administrative coordination, and day-to-day hospitality. The ideal candidate exercises sound judgment, takes ownership of responsibilities, and confidently resolves matters within their scope while recognizing when an issue requires additional support. This is a highly visible role with meaningful responsibility for creating a professional, seamless client experience.

KEY RESPONSIBILITIES

Client Reception & Experience

• Welcome and host every client with warmth and professionalism.
• Anticipate client needs, assist with seating and refreshments, notify the appropriate advisor of arrivals, and ensure a smooth handoff.
• Maintain a consistently polished and welcoming reception experience from arrival through departure.

Phone & Communication Management

• Serve as a professional and responsive first point of contact by phone.
• Resolve routine requests independently, appropriately route matters requiring additional assistance, and ensure follow-up is completed.
• Maintain a high standard of responsiveness and professionalism in all client communications.

Conference Room & Office Coordination

• Manage conference room calendars, scheduling, conflicts, and meeting turnover.
• Ensure conference rooms are clean, organized, fully stocked, and prepared for each meeting.
• Monitor office hospitality supplies and proactively address needs before they affect the client experience.

Meeting Documentation & Records

• Maintain accurate meeting logs and records, including attendance and relevant notes in [the CRM].
• Ensure client information and meeting details are documented consistently and are accessible to the appropriate team members.

Client Document Processing

• Receive, scan, log, and appropriately route client documents and paperwork.
• Follow established procedures for handling confidential and sensitive information. [Training will be provided.]
• Provide day-of hospitality and administrative support for seminars and client events.
• Manage guest check-in, assist with name recognition, and ensure attendees feel welcomed and attended to throughout the experience.
• Help create a positive and professional first impression for prospective and existing clients.

Client Relationship Support

• Support the Client Relationship Manager in delivering a consistent client experience from [first seminar through onboarding and beyond].
• Execute established client touchpoints and provide timely observations and information gathered through day-to-day client interactions.
• Serve as an important in-person extension of the broader client relationship strategy.

QUALIFICATIONS & EXPERIENCE

• 2+ years of experience in reception, client services, hospitality, administrative support, or a similar client-facing role.
• Demonstrated ability to provide warm, professional, and highly attentive client service.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and frequent interruptions while maintaining composure and accuracy.
• Demonstrated initiative and sound judgment, with the ability to work independently within established guidelines.
• Strong interpersonal and communication skills, with the ability to build rapport and remember client preferences and details.
• High level of discretion and professionalism when handling confidential client information.
• Proficiency with Microsoft 365 / Google Workspace and comfort working with calendars and CRM systems.