Client Service Coordinator (St Paul)
Fiduciary Counselling, Inc., Saint Paul, MN, United States
PRIMARY OBJECTIVE OF POSITION:
Provide administrative support to the Financial Managers and the Client Advisors.
OUTCOMES :
Provide confidential administrative support to the Client Service department.
Assist with helping the Financial Managers organize their work and priorities to meet deadlines.
Prepare accurate and timely correspondence, reports, data and meeting materials as requested.
Schedule Client annual meetings and internal team meetings.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
Provide day‑to‑day administrative support to Financial Managers, including copying, scanning, shredding, filing, mailing, emailing documents, printing emails and attachments, and helping with travel arrangements (flights, ground transportation, hotels, and directions) and expense reporting.
Prepare client meeting materials for Financial Managers and Client Advisors, including assembling books, printing, copying, and organizing documents with attention to detail and confidentiality.
Make meeting arrangements for internal and external meetings; order food/beverages and supplies; meeting room prep and clean up. Schedule internal pre-meetings and external client annual meetings and other meetings as necessary.
Assist with client events, contributing to a positive and professional client experience. Travel is required 1 time a year.
Draft basic correspondence and type final documents from drafts, ensuring clear, professional, and accurate communication.
Prepare, revise, and maintain Excel spreadsheets; enter, track, and manage data; and run system reports as requested.
Communicate proactively with Financial Managers and team members to clarify priorities, timelines, and expectations.
Develop and maintain an organization system to assist Financial Managers, including tracking to do lists, managing priorities and deadlines, and taking work direction.
Research information in files, systems, and other sources to support client and business needs.
Identify recurring issues, anticipate potential challenges, and propose practical solutions; escalate concerns appropriately using sound judgment.
Contribute ideas for improving processes, workflows, and service delivery, embracing creativity and innovation when appropriate.
Complete assigned projects as assigned by the Financial Managers or Client Advisors, accurately and on time, taking ownership of deliverables and following through.
Participate in and complete company wide projects and initiatives as needed, collaborating effectively with team members to achieve shared goals.
COMPETENCIES :
Accountability & Dependability:
takes personal responsibility for the quality and timeliness of work, and achieves results with little oversight; takes ownership.
Communicator:
speaks, listens, and writes clearly and effectively.
Positive client facing: approaches every client interaction knowing that it can make or break someone's desire to engage.
Confidentiality:
demonstrates ability to protect confidential information (the business and lives of the clients are confidential to the outside world, and the client’s individual activities are confidential with respect to each other).
Creativity and Innovation:
thinks outside the box, brainstorms for new ideas, understands the necessity of innovation, experiments with new ideas, looks beyond the “tried and true” for alternative solutions, and enjoys being part of the creative process.
Interaction with Others:
builds relationships characterized by a high level of acceptance, cooperation, and mutual respect; promotes commitment within the team to achieve goals.
Organized:
approaches the job in an organized and disciplined manner.
Overall productivity:
understands job requirements and standards, motivated to meet or exceed goals with accuracy, and seeks to produce the highest quality. Aims for quick response times and answers to build confidence in stakeholders
Problem-Solving & Conflict Resolution:
uses logic and facts in analyses of problems, tracks patterns of recurring problems, anticipates issues, develops alternative solutions, escalates when necessary, looks beneath the surface, and uses good judgment.
Solution orientation:
look for ways to solve problems and help find ways to say yes.
EDUCATION AND EXPERIENCE:
Minimum of Associates degree or business certificate preferred. High school diploma or equivalent required.
Minimum 3 years related experience in a professional fast paced office environment.
Advanced level Microsoft Office skills including Word, Excel, Adobe Pro, and PowerPoint required. Experience with Google Workspace and Docusign.
Provide administrative support to the Financial Managers and the Client Advisors.
OUTCOMES :
Provide confidential administrative support to the Client Service department.
Assist with helping the Financial Managers organize their work and priorities to meet deadlines.
Prepare accurate and timely correspondence, reports, data and meeting materials as requested.
Schedule Client annual meetings and internal team meetings.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
Provide day‑to‑day administrative support to Financial Managers, including copying, scanning, shredding, filing, mailing, emailing documents, printing emails and attachments, and helping with travel arrangements (flights, ground transportation, hotels, and directions) and expense reporting.
Prepare client meeting materials for Financial Managers and Client Advisors, including assembling books, printing, copying, and organizing documents with attention to detail and confidentiality.
Make meeting arrangements for internal and external meetings; order food/beverages and supplies; meeting room prep and clean up. Schedule internal pre-meetings and external client annual meetings and other meetings as necessary.
Assist with client events, contributing to a positive and professional client experience. Travel is required 1 time a year.
Draft basic correspondence and type final documents from drafts, ensuring clear, professional, and accurate communication.
Prepare, revise, and maintain Excel spreadsheets; enter, track, and manage data; and run system reports as requested.
Communicate proactively with Financial Managers and team members to clarify priorities, timelines, and expectations.
Develop and maintain an organization system to assist Financial Managers, including tracking to do lists, managing priorities and deadlines, and taking work direction.
Research information in files, systems, and other sources to support client and business needs.
Identify recurring issues, anticipate potential challenges, and propose practical solutions; escalate concerns appropriately using sound judgment.
Contribute ideas for improving processes, workflows, and service delivery, embracing creativity and innovation when appropriate.
Complete assigned projects as assigned by the Financial Managers or Client Advisors, accurately and on time, taking ownership of deliverables and following through.
Participate in and complete company wide projects and initiatives as needed, collaborating effectively with team members to achieve shared goals.
COMPETENCIES :
Accountability & Dependability:
takes personal responsibility for the quality and timeliness of work, and achieves results with little oversight; takes ownership.
Communicator:
speaks, listens, and writes clearly and effectively.
Positive client facing: approaches every client interaction knowing that it can make or break someone's desire to engage.
Confidentiality:
demonstrates ability to protect confidential information (the business and lives of the clients are confidential to the outside world, and the client’s individual activities are confidential with respect to each other).
Creativity and Innovation:
thinks outside the box, brainstorms for new ideas, understands the necessity of innovation, experiments with new ideas, looks beyond the “tried and true” for alternative solutions, and enjoys being part of the creative process.
Interaction with Others:
builds relationships characterized by a high level of acceptance, cooperation, and mutual respect; promotes commitment within the team to achieve goals.
Organized:
approaches the job in an organized and disciplined manner.
Overall productivity:
understands job requirements and standards, motivated to meet or exceed goals with accuracy, and seeks to produce the highest quality. Aims for quick response times and answers to build confidence in stakeholders
Problem-Solving & Conflict Resolution:
uses logic and facts in analyses of problems, tracks patterns of recurring problems, anticipates issues, develops alternative solutions, escalates when necessary, looks beneath the surface, and uses good judgment.
Solution orientation:
look for ways to solve problems and help find ways to say yes.
EDUCATION AND EXPERIENCE:
Minimum of Associates degree or business certificate preferred. High school diploma or equivalent required.
Minimum 3 years related experience in a professional fast paced office environment.
Advanced level Microsoft Office skills including Word, Excel, Adobe Pro, and PowerPoint required. Experience with Google Workspace and Docusign.