Client Experience Coordinator

Client Experience Coordinator

The Olson Group, located in Omaha, Nebraska, is an employee benefits consulting firm with an emphasis in retirement planning and group insurance plans. Since its inception in 2003, The Olson Group has continued to provide outstanding customer service and retain 90% of its customers for more than 15 years.

The Client Experience Coordinator plays a crucial role in ensuring the smooth operation of Agency's front desk and providing excellent customer service to clients and visitors. This position is responsible for handling various administrative tasks and promoting a positive and welcoming atmosphere at the office.

This is a full-time, hybrid position reporting to our office in Omaha, NE.

Professional Responsibilities:

• Handle incoming phone calls and efficiently direct them to the appropriate departments, ensuring clients' inquiries are addressed promptly.
• Receive, sort, and distribute office mail, ensuring it reaches the intended recipients in a timely manner.
• Greet and assist walk-in customers, addressing their queries and providing necessary information about the agency's insurance products and services.
• Manage incoming faxes and forward them to the relevant individuals or departments.
• Regularly update the staff calendar with meetings, appointments, and other important events to ensure smooth scheduling.
• Document and log daily phone calls, maintaining accurate records that will contribute to the weekly summary report.
• Keep track of daily walk-in traffic, maintaining records for the weekly summary report.
• Collaborate with other departments by assisting with small projects.
• Play a role in training and onboarding new staff members for the front desk, ensuring a smooth integration into the team.
• Strive to improve the overall efficiency and effectiveness of receptionist duties, suggesting process enhancements and implementing best practices.
• Creates, renews, and tracks client contracts and agreements.
• Communicate building maintenance notifications and updates to building management.
• Troubleshoot and report system issues with phones, internet, and office equipment.
• Assists CEO and Agency Leadership with daily tasks, including but not limited to, booking travel, managing invoices and check deposits, and contract requests.

Qualifications and Requirements:

• Excellent communication skills, both written and verbal, to convey information clearly and transparently.
• Strong organizational skills, with the ability to prioritize tasks and manage daily responsibilities effectively.
• Display a high level of attention to detail when entering data and reviewing documents to avoid errors and ensure data integrity.
• Ability to work effectively in a team environment and collaborate with team members and other departments.
• Exceptional problem-solving skills, combined with a persistent approach to achieving successful resolutions.
• Provide empathetic and supportive assistance to clients and visitors by being responsive to needs and creating a positive experience at the front desk.
• Familiarity and proficiency in using relevant software applications, Microsoft Office Suite, and other tools used for email and data entry.
• Adhere to ethical standards and maintain confidentiality when handling sensitive employee and client information.

Founded in 2019, Patriot is a growth-focused national insurance services firm that partners with employee benefits and property and casualty agencies across the United States. Patriot is currently ranked as the 25th largest broker in the U.S. by Business Insurance and has been named to the 2025 Inc. 5000 list of fastest-growing companies. With over 2,100 employees operating in 150+ locations in over 45 states, Patriot's collaborative model delivers resources and strategic support to its agencies. Patriot creates true alignment with its partner agencies, and its operating philosophy fosters enhanced career opportunities for its dedicated and professional team. We are committed to working with like-minded individuals who share our vision of creating an insurance agency focused on operational excellence and a relentless pursuit of growth.

Patriot offers the opportunity to be a part of a fast-growing company since its inception. We strive to create a flexible and collaborative environment for our employees, and our goal is to provide enhanced career opportunities for our dedicated and professional team.

In addition to a competitive salary, we provide a comprehensive health and welfare program to employees, family members and domestic partners. Employees are eligible for benefits coverage the first of the month following 30 days of employment. We offer:

• Medical, Dental, and Vision Benefits
• Flexible Spending Account (FSA) and Health Savings Account (HSA) and Commuter Transit Programs
• Company paid Short-Term Disability, Long-Term Disability and Group Term Life
• Company paid Employee Assistance Program
• Paid Parental Leave
• Paid holidays
• Personalized PTO
• 401 (k)

Patriot Growth Insurance Services is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, citizenship or immigration status, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, leave of absence, compensation, benefits, and training. Patriot makes hiring decisions based solely on qualifications, merit, and business needs at the time.

Patriot Growth Insurance Services