Office & Client Experience Coordinator

Job Description

Job Description

Be the First Impression of WDS

At Wealth Distribution Strategies (WDS), we believe every interaction matters. As our Office and Client Experience Coordinator, you'll be the welcoming face and voice of our firm - creating extraordinary first impressions for clients, prospects, and guests while providing vital administrative support to our growing team.

This is an ideal role for someone who enjoys people, takes pride in creating a great experience, stays organized, and likes being the person who helps keep things running smoothly.

What You'll Do:

Create Exceptional Client Experiences

• Welcome clients, prospects, and visitors with warmth, professionalism, and enthusiasm.
• Serve as the first point of contact and represent WDS with professionalism and positivity.
• Maintain clean, organized, and inviting reception and meeting areas while providing hospitality.
• Help create a welcoming atmosphere that reflects WDS’s values and attention to detail.

Manage Communication

• Answer and direct incoming phone calls and emails promptly and professionally.
• Communicate effectively with clients, advisors, and team members.
• Coordinate communication between departments to ensure seamless client service.
• Handle confidential and sensitive information with discretion.

Provide Administrative Support

• Schedule appointments and assist with calendar coordination as needed.
• Process incoming and outgoing mail, packages, and deliveries.
• Assist with meeting preparation, office events, data entry, and special projects.
• Support document preparation, scanning, filing, and electronic record management.

Support Office Operations

• Coordinate conference room scheduling and communicate with team members.
• Monitor and replenish office supplies.
• Assist with training coordination and preparing marketing and educational course materials.
• Provide administrative support to team members across the organization and assist with special projects as needed.

What We're Looking For:

Key Skills & Attributes

• Friendly and positive attitude
• Outstanding customer service and interpersonal skills
• Professional verbal and written communication
• Ability to manage multiple priorities in a fast-paced environment
• Highly organized with exceptional attention to detail
• Strong problem-solving skills and initiative
• Adaptable, dependable, and accountable.
• Collaborative team player who enjoys supporting others
• Proficient in Microsoft Office, including Outlook, Teams, and Excel
• Experience working with a CRM or similar database system
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Required Qualifications

• High school diploma
• Previous customer service experience required; professional office experience preferred
• Successful completion of a background check

Why Join WDS?

WDS is a dynamic, growing financial advisory firm dedicated to improving our clients’ lives-one conversation at a time. We offer a fast-paced, motivating environment where collaboration, professional growth, and exceptional client service are at the heart of everything we do. Our team enjoys working in a beautiful, professional office while supporting one another in a culture built on teamwork, continuous improvement, and shared success. Every team member plays an important role in creating outstanding experiences for the families we serve. If you enjoy helping people, thrive in a fast-paced environment, and take pride in delivering exceptional work, we'd love to meet you.

• Full-time position; Monday-Thursday 7:30 a.m. - 5:30 p.m.
• Paid vacation and sick time
• Paid Holidays
• 401k/Profit Sharing
• Various bonus opportunities
• Health, dental, and vision insurance

Compensation: $36,000–$40,000, based on experience

WDS's mission to help its clients achieve their financial, family, health, charitable, and social aspirations one conversation at a time. We are a dynamic and rapidly growing financial advisory firm with offices in Fitchburg and Brookfield, WI. Our fast-paced, client-focused culture is built around motivation, collaboration, and a commitment to improving the lives of those we serve. We provide a positive and professional work environment in beautifully appointed office locations. This is an exciting opportunity to contribute to our growth and impact-and we’d love to have you be a part of our continued success.

Company Description

WDS's mission to help its clients achieve their financial, family, health, charitable, and social aspirations one conversation at a time. We are a dynamic and rapidly growing financial advisory firm with offices in Fitchburg and Brookfield, WI. Our fast-paced, client-focused culture is built around motivation, collaboration, and a commitment to improving the lives of those we serve. We provide a positive and professional work environment in beautifully appointed office locations. This is an exciting opportunity to contribute to our growth and impact-and we’d love to have you be a part of our continued success.