Receptionist, Office & Client Experience Coordinator

Published: 6/14/2022

Job Description

Please apply directly through Indeed. Cover letter required. Applications without cover letter will not be considered. Not accepting applications through LinkedIn.

Please apply directly through our posting on Indeed: https://www.indeed.com/job/receptionist-office-client-experience-coordi…

A complete application must include a cover letter (also referred to as a statement of purpose) and resume. Incomplete applications will not be considered.

Job Title: Receptionist, Office & Client Experience Coordinator

Manager Title: Chief Operating Officer

Who We Are

Shepherd Financial Partners is looking for its next team member to join our hardworking, motivated, and community-focused team of financial advisors, investment professionals, and dedicated service team members. We are committed to providing personalized financial plans to help our clients achieve their goals and live the lives they have always dreamed. Every role plays an important part in the success of our firm, and we value a collaborative environment where team members are supported and encouraged to contribute.

Position Summary

The Office & Client Experience Coordinator serves as the first point of contact for clients and visitors and plays an important role in creating the warm, professional, and personalized experience we want every client to have with our firm. This individual is responsible for managing the front office, anticipating client needs, and helping ensure that clients feel welcomed and well cared for during every visit.

The Coordinator also serves as a key resource for the team, helping ensure the smooth day-to-day operation of the office and that our physical space, meeting rooms, supplies, and office services are organized and ready to support clients and team members.

Major Responsibilities

Provide an exceptional client reception and hospitality experience

Answer incoming telephone calls promptly and professionally and direct calls to the appropriate team member.

Warmly greet clients and visitors, get them comfortably settled, and anticipate their needs while in the office.

Prepare conference rooms for meetings, including welcome screens, meeting materials, beverages, snacks, and other requested items.

Maintain appropriate client hospitality preferences in the firm's CRM, such as preferred beverages and other details that allow the team to personalize future visits.

Proactively identify opportunities to enhance the client experience and ensure reception and meeting areas are consistently welcoming and professional.

Manage front office and day-to-day office operations

Receive, sort, and distribute incoming mail and coordinate FedEx, UPS, and other delivery services.

Serve as a go-to resource for the smooth day-to-day operation of the office, proactively troubleshooting issues as they arise.

Help ensure the office is client- and team-ready each day, including reception and meeting areas, kitchen, restrooms, equipment, supplies, and physical space.

Coordinate office vendors and maintenance needs, including cleaning, landscaping, HVAC, repairs, and other building services.

Maintain inventory and order office, stationery, kitchen, and other supplies as needed.

Work with office maintenance and cleaning resources to identify and coordinate ongoing projects and service needs.

Provide administrative and team support

Coordinate food and logistics for client meetings, team lunches, birthdays, and other office events.

Assist with meeting and presentation preparation and other administrative projects as requested.

As capacity allows, provide general administrative support to advisors and other team members, including assistance with special projects and other needs as they arise.

Coordinate grocery and kitchen needs and perform occasional local errands when necessary.

Identify opportunities to improve the organization, efficiency, appearance, and overall experience of the office.

Job Requirements

Education and Experience

Prior experience in a client-facing, hospitality, reception, administrative, or office coordination role preferred.

Experience in professional services, financial services, wealth management, hospitality, or another high-touch client service environment is a plus.

Experience working with a CRM or other client information system preferred.

Skills and Knowledge

Warm, polished, and professional interpersonal style with a genuine commitment to exceptional client service.

Excellent verbal communication skills and professional telephone manner.

Highly organized with strong attention to detail and follow-through.

Takes initiative and proactively identifies what needs to be done with minimal direction.

Strong judgment and discretion when handling client information and interactions.

Able to manage multiple priorities and respond effectively to unexpected client, team, or office needs.

Resourceful problem solver who is comfortable working with outside vendors and service providers.

Comfortable with Microsoft Office applications and learning new technology; experience with Redtail CRM is a plus.

Working Conditions

This is an in-office position due to the client-facing and office-management responsibilities of the role.

Must be comfortable with changing schedules and priorities and able to respond promptly to client, team, and office needs.

Must be able to work collaboratively with all members of the firm and contribute to a professional, welcoming, and service-oriented office environment.