Client Concierge (administrative coordinator)
10 days ago
Manchester
Job DescriptionSalary: $48,000 - $50,000 Position Overview The Client Concierge is a front-line ambassador of Arcadias Client Experience Department, responsible for delivering a consistent, thoughtful, and hospitality-driven experience across all client interactions. This role ensures the office operates smoothly, clients feel welcomed and supported, and advisors and internal teams receive accurate, timely administrative and operational support. A twist on the traditional administrative role, emphasized for white glove concierge level service. The Client Concierge plays a critical role in setting the tone of the client experience through professionalism, organization, discretion, and attention to detail, while maintaining a polished and welcoming office environment. The client concierge team reports directly to the Head of Client Experiences. Key Responsibilities Client & Advisor Support • Serve as the first point of contact for clients, delivering a warm, professional, and attentive experience., • Record and enter advisor dictation notes accurately across applicable CRM systems., • Coordinate, document, and support advisor and EP meetings, including preparation of materials., • Prepare first-appointment folders and client-facing materials., • Organize and facilitate conference calls, Zoom, and hybrid meetings, including ZoomCast setup., • Make scheduled outbound and inbound client calls as directed., • Manage onboarding and new-lead communications, ensuring accurate CRM data entry., • Prepare and send monthly client birthday cards., • Compile and distribute Annual Review Monthly Reports and Lead Status Monthly Reports., • Coordinate client mailings and outgoing correspondence., • Open and close the office according to established security and operational protocols., • Maintain lobby, conference rooms, kitchen, and client-facing spaces to hospitality standards., • Prepare conference rooms daily, including technology setup, water, and refreshments., • Manage front desk presentation including music, TV welcome slides, and overall ambiance., • Monitor voicemail and route messages to appropriate team members., • Print and distribute daily advisor calendars and meeting schedules., • Maintain inventory and presentation of beverages, snacks, and office supplies., • Utilize Redtail CRM to maintain accurate client and household records and support onboarding., • Utilize Canopy to collect, scan, organize tax documents, and support signatures and payments during tax season., • Manage client and internal communications through Outlook and Slack., • Support scheduling and calendar coordination using internal calendaring tools., • Prepare reports, documentation, and meeting notes using Microsoft Office or Google Workspace., • Triage incoming tax documents and client requests during tax season., • Schedule tax-related meetings and coordinate advisor calendars., • Enter dictation notes into Canopy and organize supporting documentation., • Coordinate client signatures and collect payments as needed., • Prior experience in a client-facing, administrative, or hospitality-focused role preferred., • Strong organizational skills with exceptional attention to detail., • Excellent written and verbal communication skills., • Comfortable managing multiple priorities in a fast-paced, client-centric environment., • Proficiency with CRM systems, email platforms, scheduling tools, and office technology., • Maintains a polished, welcoming, and hospitality-driven presence at all times., • Demonstrates ownership and accountability for the client experience and office operations., • Communicates proactively and professionally with clients, advisors, and internal teams., • Anticipates needs and identifies solutions before issues arise., • Upholds Arcadias standards of excellence, confidentiality, and professionalism.