Gilder Search Group
Client Relations & First Impressions Coordinator
Gilder Search Group, Houston, Texas, United States, 77246
Client Relations & First Impressions Coordinator
Client Relations & First Impressions Coordinator
Position Summary The Client Relations & First Impressions Coordinator plays a critical role in delivering an exceptional, high‑touch client experience at Verde Wealth Group & Wealth Development Strategies. This position is responsible for creating a professional and welcoming first impression for clients, prospects, and strategic partners while providing essential administrative, operational, and facilities support to advisors and staff. The ideal candidate demonstrates discretion, professionalism, and a service‑oriented mindset consistent with the trust placed in a financial advisory relationship.
Key Responsibilities Client Experience & First Impressions
Serve as the firm’s primary point of contact for clients and visitors, ensuring a polished, welcoming, and hospitality‑driven experience
Schedule all meetings and assist with initiating related tasks delegated to responsible team members
Maintain a professional lobby and reception area that reflects the firm’s brand and values
Assist with compiling presentations for in office and online meetings
Prepare and manage meeting rooms, beverages, materials, and technology readiness
Coordinate and oversee client and staff engagement initiatives, including client appreciation events, birthdays, team‑building activities, and recognition efforts
Manage all incoming phone calls with professionalism and discretion
Route calls appropriately, manage call flows, and maintain auto attendant
Coordinate phone conferences and virtual meetings, including setup and troubleshooting
Proactively manage calendars, appointment scheduling, confirmations, and reminders for clients and team members
Monitor advisor emails for urgent client matters while maintaining confidentiality and compliance standards
Manage advisor out‑of‑office phone and email settings
Provide proactive administrative and personal support to advisors, including meeting preparation, computer readiness, travel arrangements, and daily office needs
Support special projects and firm initiatives as assigned
Administrative & Client Service Support
Perform daily document scanning and electronic filing, and secure receipt and distribution of client documents
Maintain accurate and organized digital client files and records across CRM (Wealthbox), Egnyte, and Asana
Manage CRM and Egnyte contact creation, updates, and data management, data clean‑up to ensure accurate client records
Process faxing, mail handling, shipping, secure file links and bulk mailings (holiday communications, client notifications, email campaigns, etc.)
Support compliance‑related administrative processes, Valmark compliance related tasks including but not limited to communication, CE training coordination and scheduling, license renewals and recordkeeping
Oversee office facilities management, including landlord coordination and vendor relationships
Manage vendors or provide support for phone systems, printers, payment processors, and shred services
Maintain office equipment, including printers, copiers, and phone systems (paper, toner, meter readings, troubleshooting)
Coordinate shred services and ensure secure document destruction in alignment with privacy regulations
Assist with basic technology troubleshooting and submit service tickets as needed
Support marketing and/or social media initiatives website updates, advertising submissions, and client communications
Coordinate registrations for professional organizations, continuing education events, and industry forums (e.g., CFP, VM Member Summitt, AEP, CE programs, etc.)
Required Skills & Qualifications
Exceptional interpersonal, verbal, and written communication skills
Experience in a professional office environment; financial services or wealth management experience is a plus
Advanced proficiency with Microsoft Office Suite, CRM systems, electronic document management platforms and electronic task management systems.
Strong attention to detail with excellent organizational and follow‑up skills
Ability to manage multiple priorities in a deadline‑driven environment
High level of discretion with a proven ability to maintain confidentiality and data integrity
Professional demeanor and polished appearance appropriate for a client‑facing financial services role
Self‑motivated, dependable, and adaptable with a positive, service‑oriented attitude
Adopt a collaborative approach when working with the team
Firm Core Values & Cultural Expectations All team members are expected to consistently demonstrate and uphold the firm’s core values in interactions with clients, colleagues, and strategic partners. The Client Relations & First Impressions Coordinator plays a visible and influential role in modeling these values daily.
Unwavering Dedication
Do the Right Thing
Positive Energy
Adherence to these core values is a foundational expectation of this role and is integral to performance, growth, and long‑term success within the firm.
Posted: Tuesday, December 30, 2025 Job # 249
#J-18808-Ljbffr
Position Summary The Client Relations & First Impressions Coordinator plays a critical role in delivering an exceptional, high‑touch client experience at Verde Wealth Group & Wealth Development Strategies. This position is responsible for creating a professional and welcoming first impression for clients, prospects, and strategic partners while providing essential administrative, operational, and facilities support to advisors and staff. The ideal candidate demonstrates discretion, professionalism, and a service‑oriented mindset consistent with the trust placed in a financial advisory relationship.
Key Responsibilities Client Experience & First Impressions
Serve as the firm’s primary point of contact for clients and visitors, ensuring a polished, welcoming, and hospitality‑driven experience
Schedule all meetings and assist with initiating related tasks delegated to responsible team members
Maintain a professional lobby and reception area that reflects the firm’s brand and values
Assist with compiling presentations for in office and online meetings
Prepare and manage meeting rooms, beverages, materials, and technology readiness
Coordinate and oversee client and staff engagement initiatives, including client appreciation events, birthdays, team‑building activities, and recognition efforts
Manage all incoming phone calls with professionalism and discretion
Route calls appropriately, manage call flows, and maintain auto attendant
Coordinate phone conferences and virtual meetings, including setup and troubleshooting
Proactively manage calendars, appointment scheduling, confirmations, and reminders for clients and team members
Monitor advisor emails for urgent client matters while maintaining confidentiality and compliance standards
Manage advisor out‑of‑office phone and email settings
Provide proactive administrative and personal support to advisors, including meeting preparation, computer readiness, travel arrangements, and daily office needs
Support special projects and firm initiatives as assigned
Administrative & Client Service Support
Perform daily document scanning and electronic filing, and secure receipt and distribution of client documents
Maintain accurate and organized digital client files and records across CRM (Wealthbox), Egnyte, and Asana
Manage CRM and Egnyte contact creation, updates, and data management, data clean‑up to ensure accurate client records
Process faxing, mail handling, shipping, secure file links and bulk mailings (holiday communications, client notifications, email campaigns, etc.)
Support compliance‑related administrative processes, Valmark compliance related tasks including but not limited to communication, CE training coordination and scheduling, license renewals and recordkeeping
Oversee office facilities management, including landlord coordination and vendor relationships
Manage vendors or provide support for phone systems, printers, payment processors, and shred services
Maintain office equipment, including printers, copiers, and phone systems (paper, toner, meter readings, troubleshooting)
Coordinate shred services and ensure secure document destruction in alignment with privacy regulations
Assist with basic technology troubleshooting and submit service tickets as needed
Support marketing and/or social media initiatives website updates, advertising submissions, and client communications
Coordinate registrations for professional organizations, continuing education events, and industry forums (e.g., CFP, VM Member Summitt, AEP, CE programs, etc.)
Required Skills & Qualifications
Exceptional interpersonal, verbal, and written communication skills
Experience in a professional office environment; financial services or wealth management experience is a plus
Advanced proficiency with Microsoft Office Suite, CRM systems, electronic document management platforms and electronic task management systems.
Strong attention to detail with excellent organizational and follow‑up skills
Ability to manage multiple priorities in a deadline‑driven environment
High level of discretion with a proven ability to maintain confidentiality and data integrity
Professional demeanor and polished appearance appropriate for a client‑facing financial services role
Self‑motivated, dependable, and adaptable with a positive, service‑oriented attitude
Adopt a collaborative approach when working with the team
Firm Core Values & Cultural Expectations All team members are expected to consistently demonstrate and uphold the firm’s core values in interactions with clients, colleagues, and strategic partners. The Client Relations & First Impressions Coordinator plays a visible and influential role in modeling these values daily.
Unwavering Dedication
Do the Right Thing
Positive Energy
Adherence to these core values is a foundational expectation of this role and is integral to performance, growth, and long‑term success within the firm.
Posted: Tuesday, December 30, 2025 Job # 249
#J-18808-Ljbffr