Client Scheduling Coordinator

Express Employment Professionals - Cincinnati East; Exeter (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

Express Employment Professionals - Cincinnati East is seeking a highly organized Client Scheduling Coordinator to support multiple financial advisors. Based in Exeter, CA, the role requires managing scheduling, maintaining CRM data, and coordinating across time zones to ensure timely client contact.

The ideal candidate is a personable communicator who excels at follow-up, uses Outlook and scheduling platforms, and provides exceptional service to clients and prospects.

Qualifications

• Excellent verbal and written communication skills.
• Highly personable and comfortable speaking with people.
• Strong organizational and time-management abilities.
• Detail-oriented with proactive follow-through.
• Experience with Outlook, CRM systems, and scheduling tech.

Responsibilities

• Manage scheduling needs for multiple advisors across locations.
• Schedule appointments with existing clients and new clients transitioning to new advisors.
• Coordinate with prospects and team members using scheduling links and CRM.
• Utilize Outlook and scheduling platforms to maximize efficiency.
• Maintain accurate CRM records and scheduling information.
• Follow up with clients to confirm appointments and reschedule as needed.
• Track outreach activity and scheduling metrics.

Skills

Verbal communication

Written communication

People skills

Organizational skills

Time management

Attention to detail

Multitasking

Relationship building

Outbound outreach

Customer service

Tools

CRM systems

Outlook

Scheduling platforms

Scheduling links

Job description

Client Scheduling Coordinator

Location: Exeter, CA
Schedule: Full‑Time
Position Type: [Direct Hire / Evaluation-to-Hire]

Position Overview

Our client is seeking a highly organized, personable, and proactive Client Scheduling Coordinator to support multiple financial advisors across various locations. This individual will play a key role in managing client and prospect scheduling, maintaining strong relationships, coordinating across time zones, and ensuring consistent follow-up.

The ideal candidate is a massive people person who genuinely enjoys talking with others, builds rapport quickly, and creates a positive experience with every interaction. This role requires someone who can manage a high volume of scheduling activity while effectively utilizing CRM systems, Outlook, scheduling links, and other technology.

Key Responsibilities

• Manage scheduling needs for multiple financial advisors across various locations.
• Schedule appointments with existing clients who have established relationships with advisors.
• Schedule newly acquired clients who are transitioning to a new advisor.
• Coordinate appointments with prospects and designated team members.
• Conduct proactive outreach to targeted client lists based on specific policies, advisors, review dates, or other criteria.
• Contact targeted lists from partner offices to schedule appointments with advisors.
• Utilize scheduling links, Outlook, CRM systems, and other technology to maximize efficiency.
• Maintain accurate and up-to-date CRM records and scheduling information.
• Follow up with clients and prospects to ensure appointments are scheduled and opportunities are not missed.
• Follow up on canceled or missed appointments and work to reschedule.
• Maintain and manage a cancellation/wait list to maximize advisor availability.
• Proactively contact clients when they reach their designated review timeframes.
• Manage multiple scheduling lists and priorities simultaneously.
• Coordinate appointments across multiple advisors, locations, and time zones from the East Coast to the West Coast.
• Accurately track outreach activity, appointments, follow-ups, and other scheduling metrics.
• Communicate professionally and warmly with clients, prospects, advisors, and internal teams.
• Provide an exceptional client experience through timely communication, organization, and personalized service.

Qualifications

• Previous experience in scheduling, administrative support, client service, customer service, recruiting, sales support, or a related role preferred.
• Excellent verbal and written communication skills.
• Highly personable and comfortable speaking with people throughout the day.
• Strong relationship-building and interpersonal skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail and follow-through.
• Comfortable making outbound calls and conducting proactive client outreach.
• Ability to manage multiple priorities, advisors, lists, and scheduling requests simultaneously.
• Proficient with Microsoft Outlook, CRM systems, scheduling platforms, and other technology.
• Ability to learn and adapt to new technology quickly.
• Comfortable coordinating appointments across multiple time zones.
• Ability to accurately track activity and scheduling metrics.
• Professional, positive, and service-oriented demeanor.

Ideal Candidate

The ideal candidate is someone who genuinely enjoys people and is naturally warm, friendly, and engaging. They should be confident speaking with clients and prospects over the phone and able to establish rapport quickly.

This person should be highly organized and comfortable managing multiple advisors, scheduling lists, time zones, and follow-up requirements. They should take ownership of their responsibilities, stay on top of details, and proactively ensure that no scheduling opportunity falls through the cracks.

Core Competencies

• Client Relationship Management
• Scheduling & Calendar Management
• Outbound Client Outreach
• Appointment Coordination
• CRM Management
• Microsoft Outlook
• Scheduling Technology
• Follow-Up & Organization
• Time Management
• Multitasking
• Attention to Detail
• Communication & Relationship Building
• Cross-Time-Zone Scheduling
• Activity & Performance Tracking
• Customer Service
• Proactive Problem Solving