Customer Service Representative

Job Title:

Client Services Representative / Front Desk Receptionist

Hours:

Monday – Friday, 8:30 AM – 5:00 PM

Job Type:Full-Time

We are seeking a dependable, detail-oriented Client Services Representative to support daily operations in our independent financial advisory office. This role serves as the first point of contact for clients and plays a key role in delivering a welcoming, professional experience while providing essential administrative and client service support to advisors and staff.

The ideal candidate is personable, organized, proactive, and comfortable working in a confidential, client-focused environment. This position is well-suited for someone who enjoys multitasking, supporting a team, and contributing to a smooth, efficient office operation.

We are a collaborative, client-focused team that values professionalism, attention to detail, reliability, and mutual support. This role is an important part of our client experience and overall office success.

• Greet clients and visitors warmly, in person and by phone
• Offer refreshments and assist with client check-in
• Maintain a clean, professional, and welcoming office and reception area
• Coordinate meeting logistics to ensure a positive client experience

• Answer, route, and manage incoming phone calls and general inquiries
• Schedule, confirm, reschedule, and track client appointments, including annual reviews and follow-ups
• Maintain accurate appointment notes and calendars
• Send follow-up communications such as chaser letters, cancellation notices, and client correspondence

• Perform data entry, filing, scanning, and document management
• Print daily calendars, proposals, and meeting materials
• Process outgoing mailings including birthday cards, letters, and packages
• Handle incoming mail, deliveries, and office supplies
• Support team members with general office tasks such as printing, organizing, and filing

• Serve as a point of contact for client service requests
• Prepare client packets, binders, folders, and meeting materials
• Assist with account paperwork, documentation, and processing as needed
• Upload and maintain client documents in
  Swivel
  , SharePoint, and provider platforms
• Assign, update, and track client-related tasks using
  Swivel
• Maintain accurate, organized digital and physical client records
• Coordinate with advisors, custodians, and internal partners as necessary
• Maintain strict confidentiality and comply with firm policies and procedures

• Maintain inventory of client materials, folders, and printed documents
• Assist with printing, shipping, and material preparation
• Prepare materials for upcoming appointments and next-day meetings

• Attend training sessions as required
• Support ongoing office initiatives and special projects
• Complete other duties as assigned by management

• Clients feel welcomed, supported, and confident in every interaction
• Appointments are accurately scheduled, prepared for, and documented
• Client files and records are consistently organized and up to date in
  Swivel
• Advisors and team members are proactively supported
• Daily office operations run smoothly and efficiently

• High school diploma or equivalent required; college coursework or degree preferred
• Prior receptionist, administrative, client service, or financial services experience preferred
• Excellent verbal and written communication skills
• Strong organizational skills with exceptional attention to detail
• Ability to prioritize tasks and manage multiple responsibilities efficiently
• Professional demeanor with a strong customer-service focus
• Comfortable working under deadlines in a team-oriented environment
• Self-motivated, dependable, and adaptable
• Strong attendance, punctuality, and reliability are essential
• Ability to handle sensitive client and financial information with discretion and professionalism
• Proficiency in Microsoft Office
• Comfortable learning and using office technology, client databases, and document management systems
• Experience handling phone-based client interactions

· Competitive salary

· 401K and retirement benefits package.

· Opportunities for professional development and career advancement within the company.

· Work in a collaborative environment that values simplicity and client-centric solutions.