Client Experience & Operations Coordinator

Client Experience & Operations Coordinator Location:

Gardiner, Maine Company:

J.M. ARBOUR

Compensation:

Competitive Base Salary + Performance-Based Bonus +

Firm Growth Bonus Schedule:

Full-Time (40+ hours weekly) About the Firm J.M. Arbour is a multi-family office serving successful families, executives, and business owners through integrated wealth management solutions. Our firm provides investment management, retirement plan advisory, tax strategy coordination, insurance planning, and estate planning collaboration. Our clients expect a highly personalized, proactive, and organized experience. Delivering that level of service requires strong operational systems and professionals who take ownership of the details that keep everything running smoothly. As the firm continues to grow, we are expanding our operations team to support client relationships, maintain operational excellence, and ensure that every interaction with the firm reflects the high standards our clients expect. This position is designed for professionals who thrive in organized, high-accountability environments and who take pride in delivering exceptional client experiences. Role Overview The Client Experience & Operations Coordinator sits at the center of both the client experience and the operational engine of the firm. This role supports advisers, coordinates client interactions, and ensures that transactions, workflows, and service requests are executed accurately and efficiently. The individual in this position must be highly organized, detail-oriented, and proactive in tracking tasks and following through on commitments. This role requires a professional who can: Support client onboarding and account maintenance Manage operational workflows across multiple financial platforms Coordinate adviser preparation and follow-up for client meetings Track transactions and ensure timely completion of requests Communicate clearly with clients, custodians, and internal team members Identify operational issues and proactively resolve them The ideal candidate combines strong client service instincts with disciplined operational execution. Core Responsibilities Client Experience & Relationship Support A central responsibility of this role is ensuring that clients experience a high level of responsiveness, professionalism, and organization when interacting with the firm.

Responsibilities include:

Supporting client onboarding and new account setup Assisting with account maintenance requests and service inquiries Responding to client communications in a timely and professional manner Preparing meeting materials and ensuring advisers are fully prepared for client conversations Coordinating follow-up tasks after client meetings Maintaining accurate client records and documentation Professionals who succeed in this role enjoy creating a smooth, well-organized experience for clients. Wealth Management Operations The Client Experience & Operations Coordinator plays a key role in ensuring that operational processes move forward without delays or errors.

Responsibilities include:

Processing and monitoring account applications and paperwork Supporting asset transfers and account funding requests Tracking pending transactions to ensure completion Monitoring account activity and resolving operational issues Maintaining workflow accuracy within internal systems Coordinating with custodians and third-party partners This role requires disciplined follow-through and strong attention to detail. Financial Platform & CRM Management The firm utilizes multiple technology platforms to manage client relationships and operational workflows.

Responsibilities include:

Maintaining accurate client records within the CRM Updating workflows and task tracking systems Supporting data accuracy across platforms Learning and working within systems such as:

• Orion
• GeoWealth
• Charles Schwab Advisor Services
• Redtail CRM The ideal candidate is comfortable learning financial technology platforms and maintaining high data accuracy.

Client Meeting Preparation & Follow-Up Supporting advisers before and after client meetings is a key operational responsibility.

Responsibilities include:

Preparing client meeting materials and account summaries Confirming meeting logistics and scheduling Documenting meeting notes and follow-up tasks Coordinating implementation of planning recommendations Tracking completion of post-meeting action items Strong organization and follow-through are essential in this area. Custodian & Third-Party Coordination The Client Experience & Operations Coordinator regularly communicates with custodians and service partners to ensure client requests are executed correctly.

Responsibilities include:

Communicating with custodians regarding account setup and maintenance Coordinating paperwork and documentation requirements Following up on outstanding items or delayed transactions Ensuring client requests are processed accurately Professionals in this role act as the operational bridge between advisers, clients, and service providers. Operational Accountability This role requires a professional who takes full ownership of operational accuracy and workflow completion. Successful professionals in this role typically: Track outstanding items without being prompted Follow through until every task is completed Notice operational issues early and resolve them quickly Maintain highly organized records and documentation Communicate clearly with advisers and team members This position is best suited for individuals who naturally manage details and close loops without constant supervision. Office Culture & Work Environment J.M. Arbour operates as a collaborative in-office team environment.

Our culture is built around:

Accessibility and responsiveness to clients Team collaboration and open communication Ownership of outcomes rather than individual tasks High standards for professionalism and precision We believe the best client service is delivered when professionals work closely together, share information quickly, and support one another in real time. Ideal Candidate Profile The ideal candidate for this position demonstrates the following qualities: Naturally organized and detail-oriented Strong sense of personal accountability Proactive problem solver Professional and polished communicator Comfortable managing multiple priorities simultaneously Strong client service mindset Ability to operate independently while contributing to a team environment Professionals who succeed in this role take pride in doing things correctly the first time and maintaining consistent operational excellence. Required Qualifications Prior administrative, operations, or client service experience Strong written and verbal communication skills Excellent organizational and time-management ability Proficiency in Microsoft Office (Excel, Outlook, Word) Ability to manage multiple tasks in a fast-paced environment High attention to detail and accuracy Preferred Qualifications Experience in financial services, wealth management, or investment advisory firms Familiarity with custodial platforms such as Charles Schwab Advisor Services Experience using CRM and portfolio management systems Experience with platforms such as Orion, GeoWealth, or Redtail Professionals with prior experience in RIA operations, financial planning firms, or brokerage client service roles often transition well into this position. Compensation & Benefits Competitive compensation includes: Competitive base salary (commensurate with experience) Performance-based bonus opportunities 401(k) with Safe Harbor match 15 days paid time off annually 10 Paid Holidays Professional development opportunities Application Requirements To ensure we review candidates who are genuinely interested in this opportunity, applicants must submit the following along with their resume. Brief Written Responses (200-300 words each): Describe a situation where you had to manage multiple priorities while maintaining accuracy and organization. Describe how you ensure that tasks or requests do not fall through the cracks in a busy work environment. What does a great client experience mean to you in a professional services firm? Applications submitted without these responses will not be reviewed. Long-Term Career Opportunity This role is designed to grow with the firm. High-performing professionals in this position often progress into senior operational leadership roles within the organization. Typical career progression within the firm may include: Year 1-2: Client Experience & Operations Coordinator $55K

• 75K Year 2-5: Senior Client Experience & Operations Associate $70-95K Year 5+: Operations Manager / Director of Client Experience $90
• 130K+ As the firm continues to expand, professionals who demonstrate leadership, operational excellence, and initiative will have opportunities to grow into roles with increased responsibility and compensation.

Pay:

$55,000.00

• $75,000.

00 per year

Work Location:

In person