Client Care Specialist

* This role is onsite 5 days/week in Scottsdale, AZ

* The position offers a very strong bonus structure with a potential of up to 100% of base salary

Position Overview

At our client's firm, retirement and healthcare planning are deeply personal. As their Client Care Specialist, you are the vital hospitality anchor and the face of their Scottsdale office. While their remote team manages back-office administration, you create the warm, seamless, and high-touch experience that their clients deserve. Whether welcoming a family through their front doors, setting up a client for their virtual Zoom meeting, or answering phone inquiries, you ensure every client feels valued, heard, and cared for. You will work hand-in-hand with their advisors to handle meeting preparation, calendar scheduling, follow-ups, and Salesforce CRM tracking.

Key Responsibilities

CLIENT HOSPITALITY & CONCIERGE SUPPORT

• In-Person & Virtual Welcome: Greet clients arriving for in-office consultations with warmth and professionalism. Guide virtual clients into Zoom meetings seamlessly, assisting with any tech hurdles.
• Phone Ownership & Issue Resolution: Serve as the primary voice of the office. Handle inbound calls routinely throughout the day, taking complete ownership of client questions. You close the loop on inquiries yourself-there are no warm handoffs. If a question requires an advisor's direct expertise, you schedule a formal meeting for the client with that advisor.
• Office Environment: Maintain a polished, high-end, and welcoming front lobby and conference room space.

ADVISOR SUPPORT & MEETING PREPARATION

• Daily Meeting Prep: Assemble and review daily prep materials, client binders, and reports prior to every advisor meeting.
• Task & Follow-up Execution: Execute post-meeting action items assigned by advisors, such as calling and following up with clients, family members, or trusted contacts to ensure smooth transitions.
• Calendar Management: Coordinate and manage schedules, booking appointments seamlessly via phone, email, text, or immediately following an advisor meeting.

CRM & DATA INTEGRITY

• Salesforce Administration: Actively pull client details, past meeting notes, and interaction histories prior to calls or visits.
• Interaction Logging: Meticulously document every phone call, email, and front-desk interaction within Salesforce to maintain a complete history for the team.

PROFESSIONAL GROWTH & LICENSING

• State Licensing: Obtain an Arizona Life & Health Insurance License within the first 30 days of employment (100% funded and supported by the firm) to assist with policy service requests and healthcare paperwork.

Required Qualifications & Skills:

• Experience: 2+ years in a high-touch customer service, front office, or administrative role (experience in financial planning, insurance, legal, medical, or luxury hospitality settings is a strong plus).
• Licensing: Active Arizona Life & Health Insurance License preferred OR the commitment to study for and pass the exam within your first 30 days (all study materials and exam fees covered by the firm).

Technical Proficiency:

• Proficiency with CRM systems (Salesforce experience highly preferred).
• Strong familiarity with Zoom, virtual meeting setups, and modern multi-line phone systems.
• Proficient in Microsoft Office / Google Workspace (email, calendar, document sharing).
• Communication & Demeanor: Exceptional verbal and written communication skills with a patient, empathetic, and solution-oriented mindset.
• Organizational Skill: Outstanding multi-tasking abilities with high attention to detail in fast-paced environments.

The target hiring compensation for this role is a $45,000 - $55,000 base salary + a bonus structure of up to 100% of base salary. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

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