Client Services & Office Coordinator

Croak Capital; Toledo (OH); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Above market base salary

Performance-based bonus

401(k) with employer contribution

Health insurance

Flexible PTO

Clear growth path

Job summary

Croak Capital is seeking a Client Experience & Office Manager to lead in-office client experience while overseeing systems, spaces, and administrative processes to keep the office running smoothly. The role blends hospitality with operational discipline, requiring ownership, strong communication, and the ability to anticipate needs and follow through across scheduling, billing, and building operations.

Ideal candidates will have a degree and wealth-management or service-industry experience, plus

Qualifications

• Associate’s or bachelor’s degree required.
• Experience in wealth management, administration, banking, or service-focused industries preferred.
• Experience with Outlook, Salesforce, Egnyte, a VoIP system, and DocuSign required or beneficial.

Responsibilities

• Serve as the primary host for clients and guests, creating a polished, personal welcome from arrival.
• Lead client scheduling and maintain a coordinated calendar of appointments and in-office meetings.
• Administer GoTo phone system, manage dial plans, routing, voicemail, and schedules.
• Coordinate invoice processing, payments, and filing; maintain QuickBooks records.
• Oversee daily office operations, supplies, and building projects, coordinating vendors and timelines.
• Provide backup support to Service team and maintain client relationships through follow-through.
• Provide in-person and online notarial services within credentialed scope.

Skills

Ownership

Prioritization

Hospitality

Judgment

Communication

Tech Savvy

Proactiveness

Education

Associate’s or Bachelor’s degree

Tools

Outlook

Salesforce

Egnyte

VoIP system

DocuSign

GoTo

Calendly

QuickBooks

Job description

A thoughtful client experience begins before a meeting starts, with a responsive phone call, seamless scheduling, and a welcoming office. We are seeking a Client Experience & Office Manager who brings warmth, sound judgment, and exceptional attention to detail to every interaction. This person will lead the firm’s in-office client experience while overseeing the systems, spaces, and administrative processes that keep our office running smoothly. The ideal candidate combines gracious hospitality with operational discipline. You anticipate needs, take ownership, and follow through. You are equally comfortable welcoming a client, resolving a scheduling conflict, coordinating an office improvement, or organizing financial records.

Key Responsibilities

Client Hospitality & Experience

• Serve as the primary host for clients and guests, creating a polished, personal welcome from the moment they arrive.
• Guide the first several minutes of each visit with thoughtful hospitality, including offering refreshments, assisting with coats, and engaging in conversation.
• Prepare meeting spaces and coordinate with team members to ensure smooth transitions from arrival to appointment.
• Maintain an inviting office atmosphere, with attention to presentation, cleanliness, lighting, scent, and sound.
• Handle client questions and concerns with discretion, empathy, and professionalism, involving the appropriate team member when needed.

Scheduling & Communications

• Lead client scheduling and maintain an accurate, well-coordinated calendar of appointments and in-office meetings.
• Serve as the firm’s internal resource for Calendly and Outlook calendar functionality.
• Coordinate weekly client scheduling requirements, meeting logistics, and calendar changes.
• Manage shared inboxes and incoming and outgoing communications, ensuring timely responses and clear follow-through.

Phone System Management

• Serve as the firm’s primary administrator and internal expert for the GoTo phone system.
• Maintain dial plans, call routing, voicemail, call recording settings, and business-hour and holiday schedules in accordance with firm policies.
• Answer the main office line promptly and professionally, creating a positive experience for every caller.
• Assess caller needs, resolve routine questions, and direct calls to the appropriate person.
• Navigate sensitive or challenging conversations with composure and sound judgment.

Billing, Payments & Financial Admin

• Coordinate invoice processing, payment tracking, and related filing to maintain accurate, organized records.
• Manage routine activity within the firm’s online banking portal, following established access and approval procedures.
• Maintain organized QuickBooks records and supporting documentation.
• Identify discrepancies or missing information and coordinate timely resolution with the appropriate team member.

Office & Building Ops

• Oversee daily office operations, supplies, space organization, and readiness.
• Coordinate cleaning services and maintain consistently high standards for the office environment.
• Organize building improvements and office projects, coordinating vendors, timelines, and team needs.
• Anticipate supply and equipment needs and ensure essential resources are available.
• Serve as the office’s primary resource for printing, document preparation, and related needs.

Admin & Service Sup

• Partner with Operations to maintain an orderly, consistent file management system and folder structure.
• Provide backup support to the Service team, helping maintain responsive client communication and continuity of service.
• Support ongoing client relationships through reliable follow-through and thoughtful attention to individual needs.
• Provide in-person and online notarial services within the scope of applicable credentials and firm procedures.

What You Bring

• Ownership and follow-through. You take responsibility for details and see tasks through to completion.
• Strong prioritization. You manage competing requests, adapt when priorities change, and keep important work moving.
• A hospitality mindset. You make people feel welcomed, respected, and cared for.
• Professional judgment. You handle sensitive information discreetly and know when to resolve an issue or seek guidance.
• Clear communication. You communicate warmly and effectively in person, by phone, and in writing.
• Comfort with technology. You learn systems quickly and become a dependable resource for others.
• Positive energy and initiative. You contribute to a close-knit, hardworking team and look for ways to make each day run more smoothly.

Education & Experience

• Associate’s or bachelor’s degree required.
• Relevant experience in wealth management, administration, banking, accounting, insurance, legal services, hospitality, or another service-focused industry.
• Experience with Outlook, Salesforce, Egnyte, a VoIP phone system, and DocuSign.
• Familiarity with GoTo, Calendly, and QuickBooks is valuable.
• Current notary credentials and authorization to perform online notarizations, or willingness and ability to obtain the required credentials.

What We Offer

• Above market base salary aligned with experience.
• Performance-based bonus tied to client satisfaction, retention, and execution quality.
• 401(k) with employer contribution.
• Health insurance package.
• Flexible PTO and firm holidays.
• Clear path to grow into a more senior advisory or planning role.