Front Office Manager

Who We Are: At finoBlue, we specialize in helping clients navigate the complexities of financial planning during significant life transitions such as business sales, retirement, or inheritance. Our team collaborates closely to provide tailored solutions that align with our clients' financial goals, focusing on estate planning, investment strategies, and wealth management. We pride ourselves on our professionalism, integrity, and commitment to fostering long-term relationships with our clients.

The Role: We are seeking a highly organized and personable Client Services Coordinator to serve as the first point of contact for our firm. This role is a mix of reception, administrative support, office management, calendar management, and client communication. You will be instrumental in ensuring seamless client interactions and supporting the daily operations of the firm.

Key Responsibilities:

• Answer and route phone calls professionally, ensuring a warm and engaging experience.
• Handle routing of non-essential communication in a professional way as to make best use of office production time.
• Greet clients with a personalized, welcoming approach; remembering names and preferences.
• Manage all outgoing communication such as mail, email templates, client notifications; also overseeing special mailings like holiday cards, birthday gifts, and thank-you notes.
• Prepare the documents needed for client meetings, portfolio reviews, and follow-up schedules.
• Manage conference room set up, ensuring a high-touch experience (beverages, snacks, client-specific details).
• Ensure meeting follow-ups and action items are documented and assigned.
• Manage calendars for conflict resolution, efficient time-blocking, and future meeting scheduling
• Maintain office supplies and equipment to ensure smooth daily operations.

Work Culture at finoBlue

finoBlue is a very professional, yet casual firm. We value honesty, team cohesion, and a commitment to delivering exceptional service to our clients. While we maintain a professional image with clients, we believe in fostering a relaxed, supportive, and apolitical work environment. Our team enjoys working hard while also having fun—laughing and cutting up from time to time is part of our daily routine.

Requirements

Who You Are

• A warm, professional communicator who enjoys making people feel comfortable.
• Detail-oriented and proactive—someone who anticipates needs before they arise.
• Emotionally intelligent and able to handle high-net-worth clients with a balance of compassion and discretion.
• Able to juggle multiple tasks in a fast-paced environment without losing focus.
• Strong in calendar management and scheduling, with an ability to handle multiple priorities and problem-solve.
• Comfortable with technology, including Microsoft Office, Zoom, Teams and Salesforce (a plus!)

• Experience in reception, executive assistance, and/or office administration is vital for success in this role.
• Familiarity with client management tools, CRM software, and calendar coordination.

Benefits

Schedule & Compensation

• Hours: 8:30 AM - 5:00 PM, with a 30-minute lunch break.
• Salary: Competitive and based on experience.
• Benefits: Full benefits package, including healthcare and retirement plans.
• Growth Opportunity: While this role is essential to our daily operations, we encourage career progression within the firm.