Client Coordinator
Reports To: Director of Wealth and Investments
FLSA Status: Non-Exempt
ESSENTIAL DUTIES AND RESPONSIBILITIES
Client Service
• Provides initial contact, within department reception area, with all visitors.
• Demonstrates a professional, friendly, and positive tone for the department.
• Continuously demonstrates a helpful, friendly attitude and is committed to providing excellent client service. Serves as a model of excellent client service to other employees.
• Ability to interact (in person, phone, and electronic communication) with the public well and to deal effectively with their questions or problems.
• Knows the Bank’s products and services thoroughly and seeks out opportunities to explain and promote products/services.
• Ability to establish and maintain effective working relationships with colleagues, employees, and other departments.
Wealth Functions
• Create and proofread routine correspondence, reports, and manuals for department.
• Follow-up on correspondence requiring a response.
• Reads and distributes incoming mail.
• Files correspondence and other records.
• Prepares distributions and deposits.
• Screens phone calls and returns calls from voicemail messages regarding administrative account maintenance items/scheduling appointments.
• Prepares statements for account reviews and other appointments.
• Scan/email/fax/mail documents.
• Assists manager and staff with other administrative duties.
• Greets visitors and ascertains nature of business and escorts visitor to the appropriate person.
• Assists with the periodic mailing of all monthly, quarterly, semi-annual and annual trust accounting statements to clients and trust files.
• Responsible for delivery of birthday, holiday, anniversary, sympathy, etc. cards.
• Notifies committee members of Trust & Investment meetings.
• Preparation of Trust & Investment Committee Agenda, & Minutes as well as delivery of packet to Onboarding.
• Preparation of records such as notices, minutes and resolutions.
• Assist clients with GWAccess.
• WatchDOG verifications (new accounts, new check payees, weekly automatic check).
• Scans and saves documents to client files/will files. Notify team members as needed.
• Daily preparation of trust checking account reconciliation.
• Assist advisors with new account opening forms and onboarding process.
SECURITY
• Maintains neat and orderly work area and ensures that all negotiable and confidential records (physical and digital) are properly secured at all times.
• Understands role in case of disaster or robbery, whether victim or bystander, and knows proper post-robbery procedures.
• Professional appearance that evokes the client’s trust.
• Adheres to all bank policies and procedures and to internal controls and system access restrictions.
CRITICAL SKILLS
• Ability to establish and maintain effective working relationships with colleagues, employees, and other departments.
• Self-Development: pursue additional education or training to remain current, improve knowledge, and diversify skills. The capacity to cross train in other areas is particularly helpful.
• Client confidentiality: never reveal or divulge client information to anyone outside of the Bank.
• Versatility: ability to multi-task under pressure and fast paced environment
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
3 Years’ Administrative Experience Preferred
Financial and/or Legal Industry Experience Preferred
High school diploma or general education degree (GED).
KNOWLEDGE, SKILLS, AND ABILITIES
• Position demands a person with a pleasant professional personality, high degree of accuracy, attention to detail, good organization skills, and excellent client service skills.
• Ability to work efficiently and accurately in an atmosphere of frequent interruption.
• Ability to understand and carry out oral or written instructions and to request clarification as needed.
• Must be proficient with basic office software and the ability to quickly learn new software platforms.
• Ability to read and comprehend documents such as trust related documents, contracts and procedure manuals.
• Ability to speak in a clear and understandable manner and write legibly.
• Ability to answer telephones and greet the public in a friendly and courteous manner.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Position requires presentation of appropriate business tone and interaction with visitors.
• The ability to adhere to Potomac Bank’s Core Values: Integrity, Teamwork, Growth, Client Commitment, Community Focus.
SMOKE-FREE WORKPLACE
Potomac Bank is a 100% smoke-free company.
PHYSICAL DEMANDS
This job description is not designed to cover or contain a comprehensive listing of all duties/responsibilities that are required of position. Duties/responsibilities may change or be assigned at any time with or without notice.
Potomac Bank is an Equal Opportunity/Affirmative Action Employer.
Potomac Bank supports a workforce of diversity, equity, inclusion, and accessibility.
