Administrative Coordinator - Manchester - Arcadia Financial

    Arcadia Financial
    Arcadia Financial Manchester

    2 days ago

    Description

    Position Overview
    The Client Concierge, Arcadia's Administrative Coordinator role, is a front-line ambassador of Arcadia's Client Experience Department, responsible for delivering a consistent, thoughtful, and hospitality-driven experience across all client interactions. This role ensures the office operates smoothly, clients feel welcomed and supported, and advisors and internal teams receive accurate, timely administrative and operational support. A twist on the traditional administrative role, emphasized for white glove concierge level service.
    The Client Concierge plays a critical role in setting the tone of the client experience through professionalism, organization, discretion, and attention to detail, while maintaining a polished and welcoming office environment. The client concierge team reports directly to the Head of Client Experiences.
    Key Responsibilities
    Client & Advisor Support

    • Serve as the first point of contact for clients, delivering a warm, professional, and attentive experience.
    • Record and enter advisor dictation notes accurately across applicable CRM systems.
    • Coordinate, document, and support advisor and EP meetings, including preparation of materials.
    • Prepare first-appointment folders and client-facing materials.
    • Organize and facilitate conference calls, Zoom, and hybrid meetings, including ZoomCast setup.
    • Make scheduled outbound and inbound client calls as directed.
    • Manage onboarding and new-lead communications, ensuring accurate CRM data entry.
    • Triage and respond to client inquiries with professionalism, discretion, and timeliness.
    Client Communications & Reporting
    • Prepare and send monthly client birthday cards.
    • Compile and distribute Annual Review Monthly Reports and Lead Status Monthly Reports.
    • Coordinate client mailings and outgoing correspondence.
    • Manage client scheduling and calendar coordination.
    Office Operations & Hospitality
    • Open and close the office according to established security and operational protocols.
    • Maintain lobby, conference rooms, kitchen, and client-facing spaces to hospitality standards.
    • Prepare conference rooms daily, including technology setup, water, and refreshments.
    • Manage front desk presentation including music, TV welcome slides, and overall ambiance.
    • Monitor voicemail and route messages to appropriate team members.
    • Print and distribute daily advisor calendars and meeting schedules.
    • Maintain inventory and presentation of beverages, snacks, and office supplies.
    • Ensure décor, plants, and client-facing details contribute to a welcoming environment.
    Systems, Technology & Coordination
    • Utilize Redtail CRM to maintain accurate client and household records and support onboarding.
    • Utilize Canopy to collect, scan, organize tax documents, and support signatures and payments during tax season.
    • Manage client and internal communications through Outlook and Slack.
    • Support scheduling and calendar coordination using internal calendaring tools.
    • Prepare reports, documentation, and meeting notes using Microsoft Office or Google Workspace.
    • Operate office equipment including printers, scanners, and conferencing technology.
    Tax Season & Special Project Support
    • Triage incoming tax documents and client requests during tax season.
    • Schedule tax-related meetings and coordinate advisor calendars.
    • Enter dictation notes into Canopy and organize supporting documentation.
    • Coordinate client signatures and collect payments as needed.
    • Support additional projects and coverage as business needs require.
    Qualifications
    • Prior experience in a client-facing, administrative, or hospitality-focused role preferred.
    • Strong organizational skills with exceptional attention to detail.
    • Excellent written and verbal communication skills.
    • Comfortable managing multiple priorities in a fast-paced, client-centric environment.
    • Proficiency with CRM systems, email platforms, scheduling tools, and office technology.
    • Demonstrated ability to handle confidential information with discretion and professionalism.
    Expectations
    • Maintains a polished, welcoming, and hospitality-driven presence at all times.
    • Demonstrates ownership and accountability for the client experience and office operations.
    • Communicates proactively and professionally with clients, advisors, and internal teams.
    • Anticipates needs and identifies solutions before issues arise.
    • Upholds Arcadia's standards of excellence, confidentiality, and professionalism.
    Benefits:
    We believe in taking care of the people who take care of our clients. Our benefits are designed to support your well-being, growth, and work-life balance, including:
    • 100% employer-paid health, dental, and vision insurance
    • Unlimited paid time off (PTO) and flexible scheduling
    • Short-term disability, long-term disability, and life insurance - fully covered
    • 401(k) retirement plan with 4% company match
    • Professional development and continuing education opportunities
    • Collaborative, people-first culture that values innovation and accountability
    • Engaging workplace perks, including team events, community-focused volunteer initiatives and more

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