Client Services Coordinator- White Pine Wealth Management

Hightower Advisors • Falmouth, ME

2d • $0 - $55,000 • Onsite

About The Position

The Client Service Coordinator serves as the first point of contact for clients, visitors, and business partners and plays a critical role in delivering an impactful client experience. This position is responsible for managing incoming communications, coordinating advisor schedules, facilitating client review meetings, preparing meeting materials, and providing administrative support to Advisors and Client Service Associates. The Client Service Coordinator serves as a key operational resource, helping ensure efficient office workflows, seamless client interactions, and effective support for the advisory and client service teams. This position is ideal for an individual who enjoys working with people, possesses organizational skills, and thrives in a collaborative, client-centered financial services environment.

Requirements

• High school diploma or equivalent; associate or bachelor's degree preferred.
• 2+ years of administrative, client service, reception, or office coordination experience.
• Organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft 365, Outlook, Teams, and Zoom
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Experience in financial services, wealth management, banking, insurance, or professional services environment.
• You are a U.S. citizen, U.S. permanent resident or possess other unrestricted U.S. work authorization and will not require sponsorship for U.S. work authorization now or anytime in the future.

Responsibilities

• Serve as the primary point of contact for clients, visitors, and business partners, creating a welcoming and professional office environment.
• Answer and direct incoming phone calls, emails, and other inquiries in a courteous and timely manner.
• Manage advisor calendars and coordinate client review meetings using Schedule Once, Outlook, Salesforce, and other firm-approved scheduling tools.
• Schedule, confirm, and track client appointments while ensuring accuracy and advisor availability.
• Assist with processing and organizing meeting-related documentation and administrative paperwork.
• Support Advisors and Client Service Associates with day-to-day administrative tasks and special projects.
• Maintain and update client records within firm systems, ensuring data accuracy and completeness.
• Coordinate social media calendar with Office Manager, Marketing team.
• Facilitate effective communication between clients, advisors, and internal support teams.
• Collaborate with team members to improve operational efficiency and client service processes.
• Assist in managing workflow priorities to support business objectives and service standards.
• Maintain strict confidentiality of client information and firm records.
• Adhere to all firm policies, procedures, and regulatory requirements related to client communications, recordkeeping, and data security.
• Ensure client information and documentation are maintained accurately within firm systems.

Benefits

• Coverage on the first day of employment for medical, dental, and vision insurance
• Paid parental leave (16 weeks for primary caregiver and 8 weeks for secondary caregiver)
• 401k matching plan
• HSA employer contributions
• Student loan assistance
• Pet insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree