Client Experience Coordinator

Gold Family Wealth is currently seeking a professional Client Experience Coordinator for a very busy and successful finance office.


Deliver a welcoming, professional first impression for all visitors and callers while creating a seamless client experience from arrival to departure. Orchestrate front-of-house operations, including scheduling, hospitality, and office services, to support stakeholder productivity and the day-to-day needs of advisors. Maintain an immaculate, well-stocked reception environment, anticipate client and advisor needs, and uphold service standards through proactive communication, flawless follow-through, and timely problem resolution. This role reports to the Chief of Staff and works closely with Advisors and other team members to provide responsive, high-quality support.

Essential Functions

• Client Experience & Reception: Greet clients warmly upon arrival and ensure they feel comfortable and informed throughout their visit. Manage check-in and departure touchpoints to create a consistent, high-quality experience. Maintain a presentable, clean, and fully stocked reception area, including beverages and light refreshments. Build and sustain relationships with clients through attentive service and thoughtful follow-ups.

• Call Management & Communication: Answer and route incoming calls with exceptional service. Capture and relay accurate messages to the appropriate stakeholders. Monitor shared inboxes or calendars related to front-of-house commitments and respond promptly to ensure timely support.

• Scheduling & Meeting Support: Manage daily calendars for client appointments and coordinate logistics to ensure smooth meetings. Arrange hospitality needs such as lunches, dinners, or refreshments. Confirm details with internal stakeholders and external vendors to prevent scheduling conflicts and delays.

• Client Appreciation & Gifting: Coordinate client appreciation efforts, including cards, gifts, and recognition moments (e.g., birthdays, anniversaries, condolences). Maintain accurate lists, preferences, and timelines. Partner with approved vendors to source, order, and track items while adhering to budget and quality standards.
• Schedule and meeting support: Will create agendas for client meetings ensuring client talking points are covered.
• Office Operations & Supplies: Oversee office supply inventories, including reception and hospitality items, and initiate timely reorders. Manage all incoming and outgoing mail and packages. Maintain tidy shared spaces and report facility issues to the appropriate point of contact.

• Records & Documentation :Perform general clerical duties such as scanning, filing, and data entry to support accurate records. Follow established procedures to protect confidential information and ensure compliance with company policies.

• Special Projects & Collaboration: Support ad-hoc projects and cross-functional initiatives as assigned. Collaborate with peers and leaders to improve front-of-house processes and client experience standards.

• Other Duties: Perform additional tasks, duties, and responsibilities as needed or assigned by leadership to support departmental and organizational objectives.

Qualifications

• High school diploma or equivalent required.

• Associate degree in business, communications, hospitality, or related field preferred.

• Minimum of two years of experience in a professional office or client-facing environment preferred.

• Polished, professional presence and excellent interpersonal skills required.

• Extraordinary client service orientation with a positive, solutions-focused mindset required.

• Ability to manage multiple tasks in a fast-paced environment with strong attention to detail required.

• Proficiency with common office software and the ability to quickly learn new systems required.

• Ability to operate standard office equipment such as computers, phones, and copiers required.

• Strong organization and time management skills with reliable follow-through required.

• Genuine interest in serving and caring for others required.