Client Services Coordinator- White Pine Wealth Management

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

Your Future Team

White Pine Wealth Management is a team of 10 professionals servicing $1B+ in assets as of March 2026. We are based in Falmouth, Maine. The Client Service Coordinator serves as the first point of contact for clients, visitors, and business partners and plays a critical role in delivering an impactful client experience. This position is responsible for managing incoming communications, coordinating advisor schedules, facilitating client review meetings, preparing meeting materials, and providing administrative support to Advisors and Client Service Associates. The Client Service Coordinator serves as a key operational resource, helping ensure efficient office workflows, seamless client interactions, and effective support for the advisory and client service teams.

What You’ll Do

This position is ideal for an individual who enjoys working with people, possesses organizational skills, and thrives in a collaborative, client-centered financial services environment.

Client Experience & Reception

• 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.

Calendar & Meeting Coordination

• 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.

Administrative & Operational Support

• 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.

Communication & Team Collaboration

• 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.

Compliance & Record Management

• 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.

What You’ll Bring

• 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.

What We Offer

• Coverage on the first day of employment for medical, dental, and vision insurance
• Paid parental leave (16 weeks for primary caregiver and 8 weeks for secondary caregiver)
• 401k matching plan
• HSA employer contributions
• Student loan assistance
• Pet insurance
• Base salary of up to $55,000 plus discretionary bonus (exact base salary amount will be dependent on experience)

Hightower’s Story

Founded in 2008, Hightower is a wealth management firm that provides investment, financial and retirement planning services to individuals, foundations and family offices, as well as 401(k) consulting and cash management services to corporations. Hightower’s capital solutions, operational support services, size and scale empower its vibrant community of independent-minded wealth advisors to grow their businesses and help their clients achieve their financial vision. Based in Chicago with advisors across the U.S., the firm operates as a registered investment advisor (RIA).

AN EQUAL OPPORTUNITY EMPLOYER:

Hightower is an equal opportunity employer and does not discriminate based upon race, color, religion, sex, sexual orientation, pregnancy, marital status, national origin, citizenship, veteran status, ancestry, age (over 40), physical or mental disability, medical condition (cancer-related), gender identity or expression, genetic information including sickle cell or hemoglobin C trait, or any other consideration made unlawful by applicable federal, state, or local law.

You are a U.S. citizen, U.S. permanent resident or possess other unrestricted U.S. work authorization and will not require sponsorship for U.S. work authorization now or anytime in the future.