Client Coordinator

Job description

Summary/Objective Reporting to the Senior Wealth Advisor, the Client Coordinator supports our wealth management team. This role is the operational backbone of the client experience — managing scheduling, communications, and administrative workflows for advisors while serving as a warm, professional first point of contact for clients. The ideal candidate is highly organized and personable, who thrives in a fast-paced, detail-oriented environment and takes pride in keeping a busy advisory practice running smoothly. Essential Functions Serve as the primary point of contact for clients, delivering exceptional service by managing communications, coordinating meetings, and supporting a professional and welcoming client experience. Provide administrative and operational support to advisors by managing calendars, preparing meeting materials, coordinating follow-up activities, and assisting with correspondence, reports, and presentations. Process and maintain client account documentation, including new account setup, account maintenance requests, transfers, and CRM records, ensuring accuracy, completeness, and timely execution. Support the efficient operation of the wealth management practice by coordinating office administration, vendor relationships, travel arrangements, firm events, and other team support activities. Maintain strict confidentiality and compliance standards while handling sensitive client information, documentation, and communications in accordance with firm policies and regulatory requirements. Responsibilities & Duties Serve as the primary point of contact for incoming client calls, emails, and office visits, providing a professional and welcoming client experience Manage advisor calendars, schedule and confirm client meetings, and coordinate logistics for in-office and virtual appointments Prepare meeting materials, including account summaries, agendas, and client documentation, in advance of advisor meetings Process and track new account paperwork, account maintenance requests, and transfer documentation, ensuring accuracy and timely completion Maintain and update client records and contact information in the CRM system Coordinate follow-up tasks after client meetings, including sending summaries, action items, and requested documents Assist with the preparation of correspondence, presentations, and reports for advisors and clients Support event planning and coordination for client appreciation events, seminars, and firm functions Manage office administrative functions, including supply ordering, vendor coordination, and mail/document handling Assist with travel arrangements and expense reporting for advisors as needed Uphold strict confidentiality and compliance standards when handling sensitive client and financial information Provide general administrative support to the wealth management team, including filing, data entry, and document preparation This job description is not designed to cover or contain a comprehensive listing of essential functions or responsibilities that are required of the employee for this job. Essential functions and responsibilities and activities may change at any time with or without notice. Education & Experience Required High school diploma required; Associate's or Bachelor's degree preferred 3+ years of experience as an executive assistant, client service coordinator, or administrative professional, ideally in financial services, legal, or professional services Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously Strong written and verbal communication skills with a polished, client-facing demeanor Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with CRM systems a plus High degree of discretion and professionalism when handling confidential client information Strong attention to detail and follow-through Ability to work both independently and collaboratively in a team-oriented environment Preferred Prior experience supporting financial advisors, wealth managers, or in a registered investment advisory (RIA) environment Familiarity with custodial platforms (Schwab, Fidelity, etc.) and financial planning software Notary certification a plus Travel No travel is expected for this position. Work Environment This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands This is a largely sedentary role; however, some filing may be required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Position Type & Expected Hours of Work This is a full-time, non-exempt position. Days and hours of work are Monday through Friday 8:00 a.m. to 5 p.m. Some remote work and flexibility in hours is allowed based on management’s approval. Job Compensation & Benefits Through our competitive compensation and benefits program, we seek to attract, retain and motivate a high-performing and increasingly diverse Associate population. Our compensation and benefit structure is comprised of many factors, including but not limited the size of our Firm, our financial position, the industry, business objectives, market salary information, benchmark pay levels and practices against the respective peer group (to ensure equal pay for equal work, with allowable pay differences based on factors not prohibited by law), and unique circumstances of the Firm that are subject to change. Compensation Minimum: $30.00/hr - Maximum: $40.00/hr USD Benefits Heavily subsidized medical insurance options Generous employer HSA contributions 100% employer-paid Short-Term Disability, Long-Term Disability, Accident, Basic Life Insurance, and Telehealth/Virtual Urgent Care/Whole Mental Health Dental and Vision plans Unlimited PTO Organization-paid holidays, including an extended Winter Break Safe Harbor 401k Plan Employer-paid professional dues, licenses, and renewals Continuing Education resources Family Planning Assistance Program and Paid Parental Leave Subsidized fitness programs CWA has consistently been recognized from rating services and publications such as: INSIDE Public Accounting - Top 100 Firms (2022, 2023, 2024) Top Workplaces - Financial Services (2024) Top Workplaces - Culture Excellence (2024) Accounting Today - Top Firm by AUM (2024) USA Today - Top Workplaces (2024, 2025) Accounting Today - Top 100 Firms (2022, 2023) Forbes America's Best Tax & Accounting Firms (2022, 2023) INSIDE Public Accounting - Top 100 Fastest Growing Firms (2022) Dallas Morning News - Top Workplace (2022, 2023) Accounting Today - Beyond Top 100: Firms to Watch (2020) Accounting Today - Regional Leaders Top Firms (2012, 2015, 2016, 2018, 2020) INSIDE Public Accounting - Beyond the Top 100 (2015, 2016, 2018, 2020) INSIDE Public Accounting - Top 200 Firms (2010, 2011, 2012, 2013, 2014, 2015, 2016, 2017, 2018, 2019, 2020) Cain Watters & Associates is committed to upholding the principles of the Equal Pay and Opportunity Act (EPOA). If you have any concerns regarding compliance with this policy, we encourage you to report them immediately by contacting HR at . Your concerns will be handled with the utmost confidentiality and care.