Team Service Coordinator - Traverse City, MI
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 Traverse City 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 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 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 Traverse City Market Team Lead, HR and Marketing on initiatives such as parking, advertising, Salesforce campaigns, event planning and community affairs
- Maintain the Traverse City Office Calendar, coordinating events and meetings
- Coordinate with TC Market Team Lead and Building Manager for TC 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 & lead TRO/TSC weekly team meeting
- Coordinate & 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 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 a minimum of one year of professional office experience or equivalent education and experience.
- Prior financial services and customer service experience preferred, but not required.
Other
- Regular and predictable attendance in the Traverse City, Michigan office is required.
- Our normal operating hours are Monday through Friday from 8:15 a.m. to 5:00 p.m.