Client Experience & Operations Coordinator (0.75 FTE)

About the Opportunity

Chantelle Broughton Financial Planning is seeking a highly organized, client-focused professional to serve as the first point of contact and operational backbone of the practice. This role blends client experience, administrative coordination, and executive support to ensure a seamless, professional, and high-touch client journey.

This is an ideal opportunity for someone who thrives in a relationship-driven environment, enjoys wearing multiple hats, and takes pride in delivering exceptional service.

Key Responsibilities

Client Experience & Front Desk

• Welcome clients in a warm, professional manner (in person and by phone)
  
• Manage incoming calls, emails, and general inquiries
  
• Coordinate client scheduling, confirmations, and follow-ups
  
• Prepare meeting spaces, including materials and refreshments
  
• Maintain a polished, professional office environment
  

Client Communication & Relationship Support

• Proactively schedule client review meetings
  
• Conduct ongoing client touchpoints (check-ins, reminders, milestone outreach)
  
• Send appointment confirmations and follow-ups
  
• Maintain accurate and up-to-date client records in CRM systems
  
• Support client onboarding, including documentation and file setup
  

Administrative & Office Operations

• Manage calendars and scheduling for the advisor
  
• Organize and maintain digital and physical filing systems
  
• Handle incoming and outgoing mail and courier packages
  
• Monitor and replenish office supplies
  
• Ensure overall office organization and efficiency
  

Technology & Systems Support

• Utilize CRM software to track client activity and workflow
  
• Prepare and format client documents, reports, and presentations
  
• Maintain digital workflows and filing systems
  
• Troubleshoot basic technical issues (printers, scheduling tools, software)
  
• Learn and adapt to financial planning tools and internal systems
  

Confidential Information Management

• Maintain strict confidentiality of all client and business information
  
• Handle sensitive financial documents with discretion
  
• Adhere to privacy, compliance, and regulatory standards
  

Executive & Personal Assistant Support

• Coordinate personal and professional scheduling for the owner
  
• Assist with inbox management and task prioritization
  
• Support travel arrangements, event coordination, and occasional errands
  

Requirements

What You Bring

Core Competencies

• Professional, polished, and client-centric approach
  
• Strong verbal and written communication skills
  
• Exceptional organization and attention to detail
  
• High level of discretion and integrity
  
• Strong technical aptitude and ability to learn new systems quickly
  
• Self-starter mindset with the ability to manage competing priorities
  
• Friendly, confident, and relationship-oriented demeanor
  

Nice-to-Have Experience

• Background in financial services, insurance, or banking
  
• Experience with CRM systems (e.g., Salesforce)
  
• Previous front desk, administrative, or client service experience
  
• Exposure to social media or digital communication tools