Receptionist/Client Service Coordinator

RECEPTIONIST/CLIENT SERVICE COORDINATOR

Pay: $18/hr - $20/hr

Hours: 20 hours – with some flexibility on days and time of day. Ideally, 9:00 to 2:00 Monday through Thursday

Benefits: Part-time not eligible

Holidays/PTO: Six unpaid Holidays (New Year’s, Memorial Day, July 4th, Labor Day, Thanksgiving, Christmas). Unpaid time off

Job Duties

Daily

· Answer phones, take phone messages, serve as gatekeeper

· Document all client phone calls in our client relationship management system (CRM)

· Greet clients, offer coffee, water, pop. Keep candy dish and refrigerator stocked

· Keep client common areas prepared and clean

· Open, sort, and log both incoming and outgoing mail

· Manage team calendar and Senior Advisor’s work and personal calendar, including scheduling personal appointments.

· Add appointments and make appointments as needed

· Process client paperwork.

Weekly

· Confirm the following week’s appointments and send meeting links, if needed

· Scan and sort forms into client and team files

· Empty and load dishwasher

· Send and manage/track client birthday cards, anniversary cards, and gifts

· Electronically onboard new clients in CRM, aggregations software, etc.

· Apply checks/credit card transactions to appropriate accounts

Monthly

· Stock and manage office supplies, including drinks and snacks for clients and team

· Process planning paperwork and collect client fees

As Needed

· Organize and manage client and team events

· Run reports and manage CRM system

· Assists with one-off/special projects

Job Skills

· The ideal candidate must be extremely trustworthy and handle confidential information

· This person should be very detail oriented, highly organized, a multi-tasker, have an assertive and energetic personality with a professional demeanor

· Self-motivated and pro-active

· Superior customer service skills

· Must be team player willing to assist others at all levels of the organization

· They should be able to carry themselves well in business conferences and client meetings

· This person should be very proficient in MS Excel, Word, and Outlook

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Client Service - Manages difficult or emotional client situations; responds promptly to client needs; solicits client feedback to improve service; responds to requests for service and assistance; meets commitments.

Interpersonal Skills - Focuses on solving conflict; maintains confidentiality; remains open to others' ideas and tries new things.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.

Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values.

Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

Motivation - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; sets goals and objectives; develops realistic action plans.

Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.

Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; looks for and takes advantage of opportunities; asks for and offers help when needed.

:

Two years related experience and/or training; or equivalent combination of education and experience.

:

Ability to read, analyze, and interpret documents such as technical procedures, company polices, regulations and instructions, procedure and compliance manuals is essential. Must be able to write and understand routine reports and correspondence. Demonstrate the ability to speak effectively and clearly to individuals and groups of clients.

Additional:

· This position is not eligible for equity ownership or company benefits.

· You will need to disclose your personal accounts for compliance purposes at all times.

· There are certain stocks you will not be able to hold because they are on our watch list.

· You will need to pass a background check before your official start date.

· We are an Ohio Based At-Will employment company.

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 20 per week

Benefits:

• Flexible schedule

Schedule:

• Day shift

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 2 years (Required)

Language:

• English (Required)

Shift availability:

• Day Shift (Required)

Work Location: In person