Lead Receptionist

Fitchburg Chamber; Fitchburg, Northern (WI, KY); Hybrid; USD 40,000 - 45,000; Full time

Benefits offered by this job

Paid vacation and sick time

Quarterly and annual bonus

Health, dental, and vision insurance

Job summary

Wealth Distribution Strategies (WDS) is seeking an Office and Client Experience Coordinator in Fitchburg, WI. You will greet clients, manage calls and emails, and support daily operations to help our growing team deliver exceptional service.

You will maintain a welcoming reception, coordinate calendar activities, and assist with meetings, events, and projects. A strong focus on organization and customer care is essential.

Qualifications

• High school diploma required.
• Previous customer service experience required; office experience preferred.
• Background check must be cleared.

Responsibilities

• Welcome clients, prospects, and visitors with warmth and professionalism.
• Serve as first point of contact and represent WDS positively.
• Maintain clean, organized reception and meeting areas; provide hospitality.
• Coordinate communication between departments; handle confidential information.
• Schedule appointments and assist with calendar coordination.
• Process mail, packages, and deliveries; assist with meetings and events.
• Support document prep, scanning, filing, and record management.
• Assist with training, marketing materials, and special projects.

Skills

Friendly attitude

Customer service

Communication

Multitasking

Highly organized

Problem solving

Adaptable

Team player

CRM experience

Office software

Education

High school diploma

Tools

Microsoft Office (Outlook, Teams, Excel)

CRM system

Job description

At Wealth Distribution Strategies (WDS), we believe every interaction matters. As our Office and Client Experience Coordinator, you'll be the welcoming face and voice of our firm - creating extraordinary first impressions for clients, prospects, and guests while providing vital administrative support to our growing team.

This is an ideal role for someone who enjoys people, takes pride in creating a great experience, stays organized, and likes being the person who helps keep things running smoothly.

What You'll Do:

Create Exceptional Client Experiences

• Welcome clients, prospects, and visitors with warmth, professionalism, and enthusiasm.
• Serve as the first point of contact and represent WDS with professionalism and positivity.
• Maintain clean, organized, and inviting reception and meeting areas while providing hospitality.
• Help create a welcoming atmosphere that reflects WDS’s values and attention to detail.

Manage Communication

• Answer and direct incoming phone calls and emails promptly and professionally.
• Communicate effectively with clients, advisors, and team members.
• Coordinate communication between departments to ensure seamless client service.
• Handle confidential and sensitive information with discretion.

Provide Administrative Support

• Schedule appointments and assist with calendar coordination as needed.
• Process incoming and outgoing mail, packages, and deliveries.
• Assist with meeting preparation, office events, data entry, and special projects.
• Support document preparation, scanning, filing, and electronic record management.

Support Office Operations

• Coordinate conference room scheduling and communicate with team members.
• Monitor and replenish office supplies.
• Assist with training coordination and preparing marketing and educational course materials.
• Provide administrative support to team members across the organization and assist with special projects as needed.

What We're Looking For:

Key Skills & Attributes

• Friendly and positive attitude
• Outstanding customer service and interpersonal skills
• Professional verbal and written communication
• Ability to manage multiple priorities in a fast-paced environment
• Highly organized with exceptional attention to detail
• Strong problem-solving skills and initiative
• Adaptable, dependable, and accountable.
• Collaborative team player who enjoys supporting others
• Proficient in Microsoft Office, including Outlook, Teams, and Excel
• Experience working with a CRM or similar database system

Required Qualifications

• High school diploma
• Previous customer service experience required; professional office experience preferred
• Successful completion of a background check

Why Join WDS?

WDS is a dynamic, growing financial advisory firm dedicated to improving our clients’ lives-one conversation at a time. We offer a fast-paced, motivating environment where collaboration, professional growth, and

exceptional client service are at the heart of everything we do. Our team enjoys working in a beautiful, professional office while supporting one another in a culture built on teamwork, continuous improvement, and shared success. Every team member plays an important role in creating outstanding experiences for the families we serve. If you enjoy helping people, thrive in a fast-paced environment, and take pride in delivering exceptional work, we'd love to meet you.

• Paid vacation and sick time
• Quarterly and annual bonus opportunities
• Health, dental, and vision insurance

Salary: $40,000-$45,000+ based on experience and skills

Securities and Advisory Services offered through Harbour Investments, Inc. Member FINRA/SIP