First Impressions & Operations Coordinator

Secure Money Wealth and Tax; King of Prussia (PA); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Professional development

Job summary

Secure Money Wealth & Tax in King of Prussia is hiring a First Impressions & Operations Coordinator to be the welcoming face of our office and manage day-to-day client and prospect experiences.

This full-time, onsite role blends front-office duties, scheduling, CRM data handling, seminar coordination, and general office support. You’ll wear multiple hats as the office grows, contributing to a polished client experience.

Qualifications

• Minimum of three years of relevant professional experience in client service, administration, reception, office operations, event support, or a related role.
• Excellent written and verbal communication skills.
• Warm, polished, and professional demeanor.
• Strong critical thinking and sound judgment.
• Excellent attention to detail and follow-through.
• Strong organizational and time-management skills.
• Comfortable learning and working across multiple technology systems.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while collaborating with team members onsite and remotely.
• Willingness to assist with both client-facing and routine office responsibilities.
• Ability to work full-time onsite in King of Prussia.
• Availability to support occasional evening seminars and events.

Responsibilities

• Answer incoming calls, emails, and client or prospect inquiries with professionalism and warmth.
• Greet clients and prospects visiting the office.
• Schedule and confirm appointments, consultations, follow-ups, and seminar-related activities.
• Ensure reminders and communications are sent accurately and on time.
• Respond to routine questions while knowing when to research, clarify, or a?
• Never guess, overpromise, or provide financial advice outside the scope of the position.
• Help ensure clients and prospects do not fall through the cracks.
• Maintain accurate client and prospect information in the CRM and related systems.
• Document calls, appointments, seminar activity, outcomes, and follow-up.
• Maintain tasks, reminders, and next steps.
• Review records for missing or inaccurate information.
• Learn and work confidently across scheduling, CRM, email, document, and marketing systems.
• Coordinate with IT or other technology partners when needed.
• Follow established confidentiality, compliance, and recordkeeping procedures.
• Help coordinate educational seminars, client events, and community outreach.
• Support invitations, registrations, reminder calls, attendee lists, materials, setup, check-in, and follow-up.
• Attend seminars and events as needed, including occasional evening events.
• Coordinate with venues, vendors, advisors, and internal team members.
• Maintain organized and current seminar and marketing materials.
• Support approved email, social media, presentation, and marketing activities.
• Track seminar participation, prospect activity, and follow-up within the appropriate systems.
• Help maintain a professional, organized office.
• Order office supplies, refreshments, printed materials, and other business needs.
• Coordinate lunches, deliveries, vendors, and basic office services.
• Prepare and reset conference rooms and common areas.
• Assist with office organization, decorating, light straightening, and general upkeep.
• Coordinate with building management, IT, and outside vendors when needed.
• Proactively identify office needs and help address them.
• As the office grows, assist advisors and team members with basic administrative needs.

Skills

Client service

Administration

Reception

Office operations

Event support

Written communication

Verbal communication

Professional demeanor

Critical thinking

Attention to detail

Organization

Technology proficiency

MS Office

Independent work

Team collaboration

Evening events

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Job description

First Impressions & Operations Coordinator

Secure Money Wealth & Tax

King of Prussia, Pennsylvania

Full-Time | Onsite

Salary Range: $60,000–$70,000 (+ Additional Per Seminar Compensation)

About Us

Secure Money Wealth & Tax is a growing financial services firm serving retirees and pre-retirees in the King of Prussia area.

Our King of Prussia office is an expansion of an established financial services organization. We are currently operating from temporary office space while our new permanent office is being built out in the same building.

This is a full-time, onsite position.

Position Overview

The First Impressions & Operations Coordinator will be the welcoming face of our King of Prussia office and an important part of the day-to-day client and prospect experience.

This role combines front-office responsibilities, scheduling, CRM and data management, seminar and marketing coordination, and general office support.

We are looking for someone who is outgoing and professional, but also organized, detail-oriented, comfortable with technology, and willing to jump in wherever needed.

Because this is a growing office, the role will continue to evolve. The right person must be comfortable wearing multiple hats and understand that everything from answering the phone and updating the CRM to preparing seminar materials, ordering supplies, or helping straighten the office contributes to the overall client experience.

Key Responsibilities

Client & Prospect Experience

• Answer incoming calls, emails, and client or prospect inquiries with professionalism and warmth.
• Greet clients and prospects visiting the office.
• Schedule and confirm appointments, consultations, follow-ups, and seminar-related activities.
• Ensure reminders and communications are sent accurately and on time.
• Respond to routine questions while knowing when to research, clarify, or a?
• Never guess, overpromise, or provide financial advice outside the scope of the position.
• Help ensure clients and prospects do not fall through the cracks.
• Maintain accurate client and prospect information in the CRM and related systems.
• Document calls, appointments, seminar activity, outcomes, and follow-up.
• Maintain tasks, reminders, and next steps.
• Review records for missing or inaccurate information.
• Learn and work confidently across scheduling, CRM, email, document, and marketing systems.
• Coordinate with IT or other technology partners when needed.
• Follow established confidentiality, compliance, and recordkeeping procedures.

Events & Marketing Coordination

• Help coordinate educational seminars, client events, and community outreach.
• Support invitations, registrations, reminder calls, attendee lists, materials, setup, check-in, and follow-up.
• Attend seminars and events as needed, including occasional evening events.
• Coordinate with venues, vendors, advisors, and internal team members.
• Maintain organized and current seminar and marketing materials.
• Support approved email, social media, presentation, and marketing activities.
• Track seminar participation, prospect activity, and follow-up within the appropriate systems.

Office Coordination

• Help maintain a professional, organized, and client-ready office.
• Order office supplies, refreshments, printed materials, and other business needs.
• Coordinate lunches, deliveries, vendors, and basic office services.
• Prepare and reset conference rooms and common areas.
• Assist with office organization, decorating, light straightening, and general upkeep.
• Coordinate with building management, IT, and outside vendors when needed.
• Proactively identify office needs and help address them.

Additional Support

As the office grows, this position may also assist advisors and other team members with basic administrative needs such as:

• Scanning, copying, uploading, and organizing documents.
• Printing or preparing materials for client meetings.
• Scheduling meetings and assisting with routine communication.
• Supporting special projects and other operational needs.

This is not a traditional executive assistant role. We are looking for someone who is flexible, helpful, and willing to pitch in wherever needed in a growing office.

Qualifications

Required

• Minimum of three years of relevant professional experience in client service, administration, reception, office operations, event support, or a related role.
• Excellent written and verbal communication skills.
• Warm, polished, and professional demeanor.
• Strong critical thinking and sound judgment.
• Excellent attention to detail and follow-through.
• Strong organizational and time-management skills.
• Comfortable learning and working across multiple technology systems.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while collaborating with team members onsite and remotely.
• Willingness to assist with both client-facing and routine office responsibilities.
• Ability to work full-time onsite in King of Prussia.
• Availability to support occasional evening seminars and events.

Preferred

• Experience in financial services, wealth management, banking, insurance, healthcare, legal services, or another professional or regulated environment.
• Experience working with CRM systems such as Redtail, LeadCenter AI, Wealthbox, Salesforce, or similar.
• Experience supporting seminars, client events, or marketing activities.
• Experience helping operate a small or growing office.

What We Are Looking For

The strongest candidate will be someone who:

• Enjoys working with people and creating a strong first impression.
• Is professional, approachable, and dependable.
• Understands the importance of accurate CRM data and timely follow-up.
• Knows when to answer a question and when to ask for help.
• Takes initiative rather than waiting for every task to be assigned.
• Is comfortable handling both client-facing responsibilities and practical office needs.
• Adapts well as processes and responsibilities evolve.
• Wants to grow with the organization while first becoming excellent in the role.

This role will continue to evolve as our King of Prussia operation grows.

Over time, opportunities may develop in client experience, office operations, events, marketing coordination, advisor support, or other areas based on performance, strengths, and business needs.

What We Offer

• Base salary of $60,000–$70,000, based on experience and qualifications.
• Additional compensation for eligible evening seminar and event support.
• Health benefits and paid time off.
• Professional development and training.
• Opportunities for long-term growth within an expanding organization.
• The opportunity to help shape and support a growing King of Prussia office.