Client Service Receptionist

Job Description

Job Description

Investment Center Advisor Group has been serving families with excellence in comprehensive financial planning since 1984 and is looking to add a new client service receptionist to our team. This is a critical role in stewarding memorable service and care to our clients. This is an opportunity to join the #1-rated team for investment and financial services in Northern Colorado. To us, financial planning is about planning for people’s lives, goals, and dreams- not just their money- so a caring and loving heart for people and a spirit of hospitality are critical success factors for us. As we always say, “We treat our clients with the same care we would give to our own family and friends.”

This role uniquely sets the tone for our clients, whether in person, by email, or over the phone. Prior customer service and professional experience preferred. Commitment to helping people, excellent communication, and multitasking abilities are critical. Candidates should possess excellent attention to detail, a can-do attitude, and a genuine enjoyment of connecting with clients and working as a team.

You will set the tone of attentive care, trust, and hospitality for everyone we serve, while being supported by a team with a shared goal.

Key Qualities

• Love of people
• High level of professionalism
• Takes joy in talking with and helping people
• Kind and friendly personality
• Team player
• Excellent telephone skills
• Basic computer skills and familiar with business apps, including Microsoft, Zoom, CRM platforms, and scheduling software
• Strong verbal and written communication
• Highly organized, anticipates needs, and follows through
• Proactive, positive, and can-do spirit
• Enjoys having a meaningful impact on people’s lives

Key Reception Responsibilities

The primary role of the Front Desk Receptionist is to provide clients with warm, accurate, and memorable customer service to ensure long-term relationships while maintaining the daily workflow. This ensures that the advisor team can focus solely on meeting with and planning for clients’ financial futures. We are looking for someone who will take pride in creating a welcoming atmosphere for our clients in the office.

This position involves a mix of client contact and support before and after appointments, scheduling, data entry, and organizing client documents:

• First and primary point of contact for the office; greet and direct all investment and Medicare clients in a positive and helpful manner. Keep the front office, reception, and conference room area tidy, warm, and welcoming. Host water, coffee (and fresh-baked cookies as desired).
• Answer telephone calls, MyRepChat messages, faxes, website inquiries, and team emails in a timely, professional manner. Ensure all follow-ups are appropriately assigned.
• Schedule and confirm client appointments and send appointment follow-up emails. Prepare the conference room for meetings; set up Zoom meetings as needed.
• Manage and confirm the advisors’ meeting calendars each week.
• Manage pre- and post-meeting paperwork, including Precise FP follow-ups, organizing meeting documents, and preparing meeting folders as needed.
• Open, sort, and distribute mail daily. Occasional client & advisor FedEx mailings.
• Assist clients with update & maintenance requests: e.g., change of address, name changes, contact information updates, banking updates, processing contributions and distributions, check deposits, processing beneficiary changes, signing e.g., change of address, name changes, contact information updates, banking updates, processing contributions and distributions, check deposits, processing beneficiary changes, signing paperwork, account view access, etc.
• Maintain and document client RedTail profile updates, tasks, documents, and notes.
• Verify and add trusted contacts.
• Maintain document scanning and digital filing.
• Work as a team across all company processes, systems, and tools.
• Assist in the mailing of client birthday cards and occasional additional client mailings, eg., Widows brunch, etc.
• Assist with some office housekeeping tasks, including restocking supplies.
• It is very helpful to be a notary in this role. If willing, the firm will support and pay for this (a very simple process).
• Adhere to all office, LPL, and financial industry compliance, regulations & branch security operations.