Client Coordinator

Summary/Objective 

Reporting to the Planning Team and Client Coordinator Supervisor, the Client Coordinator is responsible for being the initial point of contact for our clients, whether that is through phone calls or emails.  

Essential Functions 

1. Provide administrative support to a Planning team. This includes answering initial client phone calls and assisting (when needed) in responding directly to client calls and email communications. 

2. Scheduling client consults and phone calls when needed. The Client Coordinator will be responsible for keeping each of their Planners schedules up to date with any client meetings, firm meetings, and scheduled client phone calls. 

3. Request information directly from the client that may be needed for upcoming consults or phone calls and follow-up accordingly. This should be completed no less than 7 weeks before the consultation. 

4. Receive and Organize information from the client so that the Data Input Specialist and Associate Planner can prepare for the upcoming meetings/calls. 

5. Assist with Investment Operations by submitting requests as needed via the Tectonic Portal, as instructed by the Planner. This will require the Client Coordinator to understand what the Planner would like to accomplish and then partner with the Investment Operations team to help ensure timely transactions. 

Responsibilities and Duties 

Each day, the Client Coordinator will have certain responsibilities to ensure that they are serving their clients and a contributing member of the planning team.  

1. Act as the initial point of contact (via phone or email) and liaison between the Planner and the client 

2. Facilitate client consult day logistics 

3. Keep an accurate, confirmed, and up-to-date calendar for their Planners 

4. Gather information from clients, renaming, and saving that information in an organized fashion for use in the preparation of client consults 

5. Ensure clients are provided with the appropriate compliance disclosures and engagement letters according to their services 

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 and Experience 

• Bachelor’s degree preferred but minimum of high school diploma or equivalent required

• Minimum 3 years related work experience as an administrative assistant preferred    

• Professional demeanor with a service mentality 

• Organized, detail-oriented, competent follow through skills  

• Excellent communication skills (spelling and grammar) 

• Superior organization skills - ability to suggest processes and follow up  

• Ability to exercise good judgment/decision making when necessary  

• Must have flexibility to work overtime as required  

• Proficiency in Microsoft Office software including Word, Excel, and Outlook  

• Self-motivated with strong sense of owning the client relationships (internal and external)  

• Ability to independently manage multiple projects to completion 

Travel 

No out of town or overnight 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 and Expected Hours of Work 

This is a full-time, non-exempt position. Days and hours of work are Monday through Friday 8:30 a.m. to 5 p.m. Some flexibility in hours is allowed based on management’s approval. The ability to work remotely 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 hr@cainwatters.com. Your concerns will be handled with the utmost confidentiality and care.