Scheduling Coordinator

The Scheduling Coordinator is responsible for managing, organizing, and optimizing calendars, appointments, and resources for the advisor to ensure efficient operations. The coordinator will function as the liaison handling communication pertaining to scheduling and maintaining client meetings, resolving conflicts, and performing administrative tasks like data entry and reporting, often using specialized software. Key responsibilities include but are not limited to:

• Schedule, reschedule, cancel, and confirm appointments including initial meetings, follow-up meetings, and annual reviews.
• Identify scheduling conflicts and develop efficient, creative solutions.
• Utilize approved phoning language for prospects, both cold and warm sources.
• Leave messages with appropriate language and ensure follow-up communication is clear and professional.
• Function as a liaison between clients, team members, and the advisor to communicate updates and changes.
• Prepare feed and/or prompting lists for prospecting and client meetings.
• Input, update, and maintain client notes and prospect records in client management database.

Required Skills &

Qualifications:

• High school or higher education required.
• Experience in administrative support or customer service, preferably in the financial services and/or insurance industry.
• High attention to detail for managing schedules.
• Excellent verbal and written skills, active listening, and phone etiquette.
• Ability to use scheduling software, spreadsheets, and email systems as well as navigate multiple computer screens while speaking with a customer.
• Experienced in Microsoft Office and data entry.
• Ability to prioritize tasks, multi-task effectively and meet deadlines.
• Ability to exercise good judgment and maintain a high degree of confidentiality.
• Ability to work both independently and on a team.
• Ability to be flexible and open-minded.
• Ability to collaborate effectively with people at all levels.

Hours

This role is a part-time position expected to average 20 hours a week, with shifts scheduled Monday - Friday from 9am to 1pm or 10am to 2pm, EST.