Front Office Coordinator

The Well; Baltimore (MD); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Bonus: financial services experience

Job summary

The Well in Baltimore, MD is seeking a polished front desk professional to be the first face clients see and the heart of their experience. This full-time, in-office role supports a two-person front office team and helps keep the office running smoothly.

You will welcome guests, manage phones, schedule appointments, maintain CRM data in Lead Center, assemble client materials, and coordinate with your teammate to cover front desk during breaks and busy seminar seasons.

Qualifications

• 3+ years of professional experience in a front office, administrative role.
• Comfort with Microsoft Office, Google Workspace and CRM systems, or the ability to learn new tools quickly.
• A professional, presentable office presence.
• Bonus: experience in a financial services office.
• A beautiful, newly expanded 10,000 sq ft office.

Responsibilities

• Welcome every guest. Greet clients warmly and guide them to the right team member.
• Run the phones. Answer incoming calls professionally and route them to the right person.
• Manage the appointment flow. Schedule and confirm follow-up appointments and annual reviews for clients who have visited the office.
• Keep our CRM accurate. Enter client information and seminar intake sheets into Lead Center CRM promptly and carefully.
• Prepare client materials. Assemble professional client books and coordinate our regular mailings.
• Own the front office. Keep the reception area and conference rooms spotless and guest-ready. Order supplies and keep things organized.
• Partner with your teammate. Work with the other front office team member so coverage is provided at all times.

Skills

Front office experience

Communication skills

CRM systems proficiency

Office software proficiency

Tools

Lead Center CRM

Microsoft Office

Google Workspace

Job description

Full-time | In office, Monday–Friday | $60,000–$70,000+, based on experience

Be the first face our clients see, and the heart of their experience.

At our growing financial services firm, the front desk is the most important seat in the office. How a client is welcomed sets the tone for everything that follows. We're looking for a polished, experienced professional to join our two-person front office team. You'll make every visitor feel seen and cared for, and you'll keep the office running smoothly behind the scenes.

What you'll do

• Welcome every guest. Greet clients warmly and offer refreshments so they feel like honored guests. Then guide them to the right team member.
• Run the phones. Answer incoming calls professionally and route them to the right person.
• Manage the appointment flow. Schedule and confirm follow-up appointments and annual reviews for clients who have visited the office.
• Keep our CRM accurate. Enter client information and seminar intake sheets into our CRM (Lead Center) promptly and carefully.
• Prepare client materials. Assemble professional client books and coordinate our regular mailings.
• Own the front office. Keep the reception area and conference rooms spotless and guest-ready. Order supplies and keep things organized.
• Partner with your teammate. Work with the other front office team member so the front desk is covered at all times, including breaks, PTO and busy seminar seasons.

You'll thrive here if you are

• Warm, personable and polished. You enjoy being around people all day and it shows.
• Fully present and focused on guests while you're at the desk.
• Detail-oriented, dependable and proactive. You see what needs doing and you do it.
• A strong communicator in person and on the phone.
• A team player who coordinates schedules and coverage with care.

What you bring

• 3+ years of professional experience in a front office, administrative role.
• Comfort with Microsoft Office, Google Workspace and CRM systems, or the ability to learn new tools quickly.
• A professional, presentable office presence.Bonus: experience in a financial services office.
• A beautiful, newly expanded 10,000 sq ft office.
• A full training manual and support so you can hit the ground runningReal room to grow.
• A past team member in this seat moved up to Marketing Coordinator and now runs our client seminars.