Scheduling Coordinator Jobs

Job Summary

We are looking for a highly organized scheduling guru to manage the appointment calendars for multiple financial advisors and assist with the onboarding of new clients. In this role, you will be setting appointments, maintaining and updating schedules and communicating directly with clients, prospects and other professional contacts. You will be responsible for providing excellent service and steadfast follow-through, along with operational and administrative support with the purpose of delivering an exceptional client experience.

The Scheduling Coordinator should possess solid knowledge of scheduling practices and demonstrable experience in a similar role. A first-class scheduling coordinator will be someone who takes proactive steps to facilitate a seamless scheduling experience. The Scheduling Coordinator specializes not only in calendar management but also in taking the necessary steps to ensure that Conte Wealth Advisors is an efficient and organized office allowing the advisors to focus on building client relationships.

*This job is an in-person role at our office in Camp Hill, Pennsylvania. You MUST be able to commute to it.*

Essential Duties and Responsibilities of the Scheduling Coordinator:

• Add, cancel or make changes to appointments in the organization's schedule
• Monitor, review and process incoming and outgoing correspondence
• Resolve appointment conflicts for staff and clients
• Communicate with clients, by phone and email, in order to schedule, confirm and follow up on appointments
• Set up and maintain client files and obtain necessary client data as needed
• Gather basic client information
• Create mailing labels and emailing lists for client and prospect communications
• Prepare, organize, coordinate, and maintain client paperwork
• Enter, maintain and update client and contact information in relationship management system
• Support ongoing efforts for growth with new clients and continuous interaction with current clientele to provide an outstanding client experience
• Call, email or mail reminders to clients when appropriate
• Provide administrative and operational support as needed
• Assist with answering office phones and transferring calls
• Produce account reports as they are requested or needed by staff or clients
• Create and send virtual appointment invitations
• Coordinate onboarding of new clients
• Send monthly and quarterly client communications
• Interact with a wide variety of companies to obtain needed information or request that certain actions be taken and follow up to ensure processes are completed in a timely manner

Skills Required of the Scheduling Coordinator:

Understanding and proficiency are required in regards to customer relationships, customer service, data entry, confidentiality, problem resolution and MS Office products such as Word, Excel, Outlook, CRM, and Financial Databases.

Abilities Required

• Ability to collaborate with team members effectively to complete projects and tasks
• Ability to follow established processes while recognizing opportunities for enhancing efficiency
• Language Ability:Ability to read and interpret documents such as rules, instructions and manuals.Ability to write routine reports and correspondence.
• Ability to self-motivate and work independently
• Ability to organize and prioritize multiple tasks (time management)
• Ability to maintain a high level of confidentiality
• Ability to work well under pressure
• Ability to display kindness and be open to providing scheduling accommodations to advisors, clients and staff
• Mathematical Ability:Ability to add, subtract, multiply and divide.Ability to understand and apply percentages.
• Ability to express ideas clearly and professionally in both written and oral communications
• Ability to get ideas accepted and to guide a group or individual to accomplish a task
• Reasoning Ability:Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to work in a multitasking environment, embrace change and contribute to ongoing continuous improvement efforts
• Ability to fulfill the company's standards and client-centered values when performing all tasks
• Ability to pay close attention to detail
• Ability to follow verbal and written communications
• Ability to communicate effectively with clients, prospects, public and coworkers in a professional and courteous manner

Education and Experience of the Scheduling Coordinator:

• Associates degree or equivalent from two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.
• Customer or client service experience required.
• Experience in the investment or financial field preferred.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the associate is regularly required to sit, talk, hear, and use hands to finger, handle or feel.The associate is occasionally required to stand, walk, reach with hands and arms and stoop, kneel, crouch or crawl.The associate is required to lift up to 25 pounds.The vision requirements include close vision and ability to adjust focus. While performing the duties of this job the associate is exposed to a moderate noise level.

Securities offered through Registered Representatives of Cambridge Investment Research, Inc. a broker-dealer, member FINRA/SIPC. Advisory Services offered through Cambridge Investment Research Advisors, Inc a Registered Investment Advisor. Cambridge and Conte Wealth Advisors are not affiliated.