Client Hospitality Coordinator

THE SEAT

You are the first voice, first face, and first feeling people experience when they interact with our firm. You set the hospitality tone of the office, welcome prospects and clients with sincere warmth, and help every meeting feel prepared, personal, and professional. This is a high-trust, high-touch role for someone naturally gracious, organized, and detail-oriented, who understands that hospitality is not a script — it is the discipline of noticing details, anticipating needs, and following through.

WHAT YOU OWN

01 · The Welcome

• Greet every person who walks in — prospects, clients, spouses, vendors, deliveries — with honest gratitude, by name when we have it.

• Walk guests out with the same care you showed when they arrived; nobody leaves through an empty lobby if you are in the building.

• Keep reception, conference rooms, coffee station, and restrooms ready before the first appointment and reset them between meetings.

• Own the physical standard of the office: coffee, water, supplies, light housekeeping, and rooms that look like we prepared for each meeting yesterday.

02 · The Calendar

• Schedule, reschedule, and confirm appointments for advisors and the planning team.

• Confirm the next day's meetings, send reminders, and make sure virtual links, parking notes, and arrival instructions are correct.

• Set up the room with seats, water, and the meeting documents the advisor or planning team has asked you to prepare.

• Protect the calendar: no double-books, no mystery holds, and no guest arriving to a dark conference room.

03 · The Phone & Message

• Answer incoming calls for Vincent Financial Group and Leveraged Wealth Management with warmth and professionalism.

• Take complete messages and route them to the right person with enough detail for action.

• Check voicemail and after-hours answering-service notes and get them into Swivel the same day.

• Log, assign, and close the loop on messages and service requests so the client is not left wondering who heard them.

• Capture inbound inquiries and hand them to the right advisor. You are not a salesperson; you make sure no call dies in a voicemail box.

04 · The Relationship Cadence

• Call clients on birthdays and anniversaries, and make warm check-in calls when the team asks.

• Treat these as relationship calls: we were thinking of you. If the client has a service need, capture it and connect them with their advisor.

• Keep birthday and anniversary lists current in Swivel and on the firm calendar.

• Capture meaningful client notes and communicate relevant updates to the team.

05 · The Onboarding Assist

• Help new clients gather requested documents: statements, identification, tax documents, and anything else on the firm checklist.

• Track what is still outstanding and follow up with the household until the packet is complete.

• Hand a complete, labeled packet to the Client Operations Specialist.

• Respect the boundary of the seat: you gather; operations processes. You do not open accounts, submit paperwork, or recommend products.

06 · The House

• Receive and distribute mail; keep shared office supplies stocked.

• Keep client-facing materials neat, current, and easy to access.

• Support seminar and client-event hospitality when the Seminar Lead needs a second set of hands on guest lists, check-in, or setup.

• Help create a calm, organized office environment where the team can do excellent work.

A DAY IN THE LIFE

You are in before the first guest. Today's conference rooms are set. Yesterday's cups are gone. You confirm this afternoon's appointments and print the packets the advisor asked for. The phone rings; you answer it like the person on the other end is the most important call of the day — because to them it is. A client walks in for a review; you greet them by name, take their coat, and let their advisor know they have arrived. After the meeting you walk them out and already have their next visit on the calendar. Between visits you are on birthday calls, chasing a missing statement for a new household, and logging a service request so it does not sit in anyone's head overnight.

WHO THRIVES HERE

You notice the details other people walk past: a water glass, a name mispronounced, a spouse sitting quietly in the lobby.

You are warm without being familiar, calm when the lobby stacks up, and precise with names, times, and messages. You like being the person who makes a professional office feel human. You do not need to become an advisor to feel the work matters.

REQUIRED QUALIFICATIONS

• 2+ years in a front-desk, hospitality, or client-service role in an appointment-based professional office such as wealth management, CPA, law, medical, or similar.

• A genuine gift for greeting people in person and on the phone.

• Strong calendar management experience with Google Calendar, Outlook, Calendly, or similar tools.

• Clear written and verbal communication; you leave messages an advisor can act on.

• Comfort with a CRM and shared inboxes; you document every client or prospect touch the same day.

• Ability to handle several meetings, calls, and follow-ups in one day without dropping a name or a time.

• Discretion with confidential information.

• Reliable in-office presence in Woodstock, GA, including coverage until the last scheduled guest has left.

PREFERRED

• Experience in a wealth management firm, RIA, CPA firm, or other high-trust professional practice.

• Familiarity with Swivel, Redtail, Salesforce, or a similar CRM.

• Experience with Calendly, CallRail, or an answering-service workflow.

• Comfort assembling meeting packets and tracking document checklists.

WHAT WE OFFER

• Competitive salary with performance-based bonus opportunities.

• Paid time off and observed holidays.

• A small team where your work is visible and the standard is high.

• Modern tools: Swivel CRM, Google Workspace, Box, Slack, and Asana.

• Growth opportunity within a client-focused financial planning firm.