Be the First Connection That Builds Confidence
At McIntosh & Associates, we help families gain clarity and confidence in retirement. As our Client Scheduling Coordinator, you play a critical role in maintaining the flow of our business by ensuring our advisors’ schedules are full, organized, and running efficiently.
This role operates in a fast-paced, high-accountability environment where responsiveness, follow-through, and attention to detail directly impact the client experience. You will be one of the first points of contact for prospective clients and a key part of delivering a consistent, high standard of care to the families we serve.
This role goes beyond traditional administrative or front desk responsibilities. Candidates must have hands-on experience coordinating schedules, managing client interactions, and working within CRM systems in a professional office environment
What You’ll Do
- Coordinate advisor schedules with urgency, accuracy, and strong attention to detail
- Schedule financial and insurance appointments to maintain a consistently full and well-structured calendar
- Call leads from seminars, marketing campaigns, and referrals with a professional and confident approach
- Actively listen during conversations to understand needs and guide prospects toward scheduling
- Track, manage, and follow up on all prospects and client referrals to ensure consistent movement and no missed opportunities
- Maintain a clean and accurate CRM (Wealthbox) with detailed notes, clear statuses, and timely updates
- Confirm appointments and ensure clients are prepared and informed ahead of meetings
- Support marketing efforts including seminar preparation, follow-up, and outreach campaigns
- Respond quickly to inbound inquiries while maintaining consistent outbound activity
- Operate effectively in a fast-paced environment where priorities shift and follow-through is essential
- Deliver a high standard of care in every interaction, ensuring clients feel prepared, respected, and well taken care of
Who You Are
- Highly organized and disciplined with strong follow-up habits and attention to detail
- Comfortable managing a high volume of calls, tasks, and moving priorities throughout the day
- Professional and confident on the phone, with the ability to guide conversations clearly
- Responsive, dependable, and able to execute tasks quickly without sacrificing accuracy
- Tech-savvy and experienced working within CRM systems, scheduling tools, and Outlook
- Motivated by structure, consistency, and completing tasks at a high level
- Able to balance efficiency with a thoughtful, client-first approach
Required Experience
- 1–2+ years of experience in appointment scheduling, client coordination, or administrative support in a professional office
- Direct experience managing calendars and scheduling for advisors, sales professionals, or multi-person teams
- Hands-on experience using a CRM system to track client interactions, notes, and follow-up activity (Wealthbox preferred)
- Experience in financial services, insurance, or a similar client-driven environment
What Success Looks Like
- Schedules are consistently organized and running efficiently
- Follow-up is timely, consistent, and no opportunities fall through the cracks
- CRM data is accurate, detailed, and up to date at all times
- Leads, referrals, and event contacts are actively worked and moved forward
- Clients arrive prepared and confident, reflecting a high standard of care
Benefits
- Employer-paid health and dental insurance
- 401(k) with company match
- Paid holidays and PTO
- Training and growth opportunities
- Quarterly clothing allowance
- Employee milestone bonuses
