Team Service Coordinator - Birmingham, MI

Job Description

Job Description

WHO WE ARE

At Greenleaf Trust N.A. , our teams are dedicated to providing the highest level of comprehensive wealth management services, trust administration and retirement plan services. We adhere to the highest standards of fiduciary excellence while providing customized solutions and highly personal service to our clients.

SUMMARY

Full-time, in-office position seated at the Birmingham reception desk, responsible for professionally greeting and assisting clients and teammates, ensuring a welcoming and well-supported office environment. Additionally, responsible for coordinating the efforts and workflow of the Client Centric Teams while providing comprehensive, proactive service to external clients and teammates. Duties are carried out under general supervision and individuals are responsible for daily independent decisions related to servicing clients.

YOUR ROLE IN SERVING OUR CLIENTS AND ASSISTING DIVISIONS INCLUDES:

Reception/Office Coordination/Support:

• Ensure smooth office operations by providing general support and professional, timely reception area and phone coverage, using independent judgment to handle phone inquiries from clients, research and respond as appropriate within company guidelines
• Welcome visitors warmly, assess their needs and create a positive first impression
• Plan and prepare accommodations for guests and meetings, maintaining organized, well-equipped conference rooms
• Assemble and distribute documents, presentations and meeting materials as needed
• Facilitate ordering, setup and cleanup for team and client lunches
• Routinely manage and organize office and kitchen supplies to maintain readiness and efficiency
• Coordinate with Managing Director, HR and Marketing on initiatives such as parking, advertising, Salesforce campaigns, event planning and community affairs
• Maintain the Birmingham Office Calendar, coordinating events and meetings
• Coordinate with Managing Director and Building Manager for Birmingham building needs and usage
• Perform effectively under high volume and traffic, maintaining a positive and professional demeanor

Client Care:

• Create positive relationships with external clients, third-party vendors and teammates
• Coordinate and lead TRO/TSC weekly team meeting
• Coordinate and lead TRO/TSC/WMA quarterly team meetings
• Decision making ability to problem solve and manage workflow efficiently
• Preparation of business letters and various other forms of written communications to clients
• Manage the prospect-to-client lifecycle process to ensure all steps are completed
• Maintain schedule of client meeting preferences, schedule client meetings, assist in the preparation of meeting materials and host post-meeting-meetings to understand the necessary follow-up tasks, assigning due dates and responsible parties
• Prepare and ensure completion of client documentation necessary to meet policy requirements including prepping for monthly Trust Committee Meetings
• Initiate transactions in client accounts, including deposits, transfers and disbursements
• Actively support marketing events and mailings
• Manage client contact through utilization of Salesforce
• Maintain and update compliance-related documentation
• Identify opportunities for process improvement and innovation and participate as an impactful member of workgroups and projects as assigned
• Provide general support for any appropriate position or function within Personal Trust or other areas within Greenleaf Trust
• Perform administrative duties in support of the Client Centric Team
• All other duties as assigned

DEI COMMITMENT

Greenleaf Trust is committed to exploring diversity, equity, and inclusion, both within the organization itself, and the communities in which we serve. We continue to seek opportunities to give back and serve, work to ensure our actions are better and more inclusive and to provide opportunities for our team members to uphold the same expectations.

SECURITY RESPONSIBILITIES

Employees are required to comply with all information and physical security policies and procedures. Recurring training in information and physical security policies will be provided throughout your period of employment. Participation in the training is required. Refer to the Personnel Information Security Guide and the Information Security Policy Manual for further guidance on information security responsibilities and expectations.

MINIMUM EDUCATION / EXPERIENCE REQUIRED

• Bachelor’s Degree and minimum of three years of professional office experience or equivalent education and experience
• Prior financial services and customer service experience preferred but not required

TALENTS, KNOWLEDGE, SKILLS, AND ABILITIES

• Strong work ethic and team orientation
• Strong organizational skills
• Good interpersonal skills (“people skills”); relatable
• Excellent verbal and written communication skills
• Proficient with MS Office Suite
• Ability to work, and problem-solve independently
• Proactive, conscientious and reliable
• Assertive yet flexible
• Analytical skills
• Motivated, outgoing self-starter
• Committed to EXCELLENT client service standards
• Community minded
• Organized with keen attention to detail
• Ability to multi-task, prioritize and manage workflow efficiently and independently
• Ability to learn in a fast-paced environment, both audibly and visually
• Open-minded, attentive listener, empathetic
• Patient, honest and positive

EQUIPMENT USED

• Computer
• Various copiers, printers, and scanners
• Multi-line phone
• Audio visual equipment
• Smart phone

SYSTEM APPLICATIONS USED

• Office 365
• Keeper password manager

CONTACTS

• Clients
• Prospective clients
• All Greenleaf Trust team members

PHYSICAL REQUIREMENTS

• This position requires a significant amount of time sitting and working on a computer, sitting in meetings and/or talking on a telephone.

WORK ENVIRONMENT

Normal office environment, subject to constant interruptions, that is well lit, properly ventilated and handicap accessible.

OTHER

• Regular and predictable attendance in the Birmingham, Michigan office is required.
• Our normal operating hours are Monday through Friday from 8:15 a.m. to 5:00 p.m.
• Marketing event support will require occasional work beyond normal operating hours (approximately 4-6 times per year).