Team Service Coordinator - Bay Harbor

WHO WE ARE

At Greenleaf Trust, 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

Responsible for Bay Harbor office support as well as 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 and managing both internal and external client relationships.

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 phone coverage, using independent judgment to handle client inquiries 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.
• Manage office and kitchen supplies to maintain readiness and efficiency.
• Serve as a local liaison for HR and Marketing on initiatives such as employee gifting, parking, advertising, Salesforce campaigns, event planning, and community affairs.
• Maintain the Bay Harbor Office Calendar, coordinating events, meetings, and building usage.
• Provide cross-functional support to Personal Trust and other departments as needed.
• Perform effectively under high volume and traffic, maintaining a positive and professional demeanor.

Client Care:

• Create positive relationships with external clients and prospects, third-party vendors and teammates.
• Appropriately handle both confidential and non-routine information while performing administrative duties in support of the Client Centric Team.
• Demonstrate decision making ability to problem solve and manage workflow efficiently.
• Coordinate and organize internal and external meetings.
• Initiate transactions in client accounts, including deposits, disbursements and transfers.
• Prepare business letters and various other forms of written communication.
• Actively use CRM system, including logging client contact, maintaining client accounts and proactively managing the team's client service standards.
• 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, coordinate post-meeting meetings to understand the necessary follow-up tasks and assign due dates and responsible parties.
• Prepare and ensure completion of client documentation necessary to meet policy requirements, including preparing for monthly Trust Committee meetings.
• Actively assist with marketing events and mailings.
• Identify and drive process improvements, participating actively in workgroups and assigned projects.
• 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 on information and physical security policies will be provided throughout your period of employment. Participation in these trainings is required.
• Refer to the Personnel Information Security Guide and the Information Security Policy Manual for further guidance on information security responsibilities and expectations.

WHAT YOU NEED FOR THIS POSITION:

Bachelor's Degree and a minimum of three years' experience in a professional, multi-faceted office environment with direct client contact delivering consistent and positive first impressions or equivalent education and experience. Prior financial services and customer service experience preferred, but not required.