Client Services Coordinator

Roklyn Consulting; Pleasanton (CA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Bonus structure

401(k) match

Profit sharing

Modified workweek: Mon–Thu 9h, Fri 4h

Job summary

Roklyn Consulting's client, a boutique financial planning firm in Pleasanton, seeks a high-level Client Coordinator to oversee relationship management, scheduling, and executive support. This pivotal role supports growth as the current coordinator retires.

The position offers a modified workweek (Mon–Thu 9-hour days; Fri 4 hours) with a bonus plan and 401(k)/profit-sharing benefits, and requires 3+ years in Customer Service or EA with financial services experience a plus.

Qualifications

• 3+ years in customer service or as an executive assistant; financial services experience a plus.
• Proficiency with Microsoft Office; DocuSign and Wealthbox CRM preferred.
• Base salary 60–75k, negotiable; bonus, 401(k) matching and profit sharing.

Responsibilities

• Manage full client lifecycle: scheduling appointments, notes review, and follow-up via phone/email.
• Maintain and optimize client data in the firm’s CRM systems daily.
• Act as primary contact between owner, clients and strategic partners; project a professional image.
• Coordinate travel and provide general administrative support; document management and office logistics.
• Prioritize projects, monitor progress, and escalate bottlenecks to ensure on-time delivery.

Skills

Organization

Relationship management

Executive support

Tools

Microsoft Office

DocuSign

Wealthbox CRM

Job description

Our client, a boutique financial planning firm in Pleasanton, is seeking a high-level Client Coordinator. This is a pivotal role designed for a proactive professional who thrives on organization, relationship management, and executive support.

**This position is for growth, the current Client Coordinator is retiring**

Core Responsibilities

Strategic Operations & Project Management

• Collaborate with the team to prioritize projects, troubleshoot bottlenecks, and provide frequent progress updates.
• Monitor and drive follow-through on all action items to ensure nothing falls through the cracks.
• Handle sensitive and confidential information with the highest degree of tact and discretion.
• Act as the primary point of contact between the owner, clients, and strategic partners.
• Project a professional, supportive, and sophisticated image in all client interactions.
• Manage the full client lifecycle: scheduling appointments, reviewing meeting notes, and executing follow-up actions via phone and email.
• Maintain and optimize client data within the firm’s CRM systems on a daily basis.

Executive Support & Schedule Optimization

• Strategically manage the owner’s calendar to ensure focus on high-priority activities.
• Proactively anticipate needs and remain flexible to shifting priorities in a fast-paced environment.
• Coordinate travel arrangements and provide general administrative support, including document management and office logistics.

Required Qualifications & Talents

• Experience: 3+ years of experience in Customer Service or as an Executive Assistant. Experience within Financial Services or Wealth Management is a significant plus.
• Technical Proficiency: Expert-level Microsoft Office skills. Proficiency with DocuSign and CRM platforms (e.g., Wealthbox) is preferred.
• Base Salary: 60-75k, negotiable based on experience.
• Incentives: Results-based company bonus structure.
• Retirement: Matching 401(k) and Profit-Sharing plan.
• Modern Schedule: A modified workweek 9-hour days (Mon–Thu) and a half-day (4 hours) every Friday.