Job Description

Client Care and Practice Coordinator

Full-time, in office (with flexibility)
Peterborough, Ontario

About Matthews + Associates

Most wealth firms still push product. We do something different.

Matthews + Associates is an advice-first retirement planning firm built for Canadians nearing or in retirement, typically with $1M to $10M in investable assets. We lead with real planning, tax-aware decisions, and evidence-based investing. No product agenda. No pressure sales. No eat what you kill culture.

Our clients value clarity, simplicity, and a trusted guide. Our team values professionalism, personal growth, strong process, and doing work we are proud of.

This role is a key seat in protecting advisor capacity and delivering a calm, high-touch client experience.

Our client first culture is built around 5 core values

Be Approachable

Warm, kind, and grounded with clients and teammates
Calm under pressure and emotionally aware
Makes it easy for people to ask questions and get support

Growth Mindset

Always looking for a better way
Curious, coachable, and committed to learning
Adapts quickly as the firm, tools, and client needs evolve

Commit to Sustainability

Protects team capacity and client experience long-termtects team capacity and client experience long term
Thinks in systems, not shortcuts
Makes decisions that support the firm, clients, and community for the long haul

Accountability

Owns outcomes and follows through without excuses
Communicates early when something is off track
Takes responsibility for personal growth and earns increased responsibility through initiative and results

Harmony

Works in a way that supports a rich life, not a life dominated by work
Uses flexibility responsibly and steps up during busy seasons and major projects
Understands that career growth requires extra effort over time, including education, professionalism, and relationship building

The Role

This is a high ownership coordination role that keeps the office running smoothly and keeps client experience details off the advisors' plates.

You are the person who makes sure the day is organized, clients are taken care of, meetings are scheduled properly, onboarding workflows are supported, and the office feels calm, professional, and client-ready.

This is not a bookkeeping or payroll role. It is a client care and practice coordination role.

Primary Outcomes

Clients feel welcomed, supported, and cared for at every touchpoint
Client scheduling and meeting logistics are handled smoothly and accurately
The office runs calmly and professionally because the details are consistently owned

What You Will Own

Client experience and front office

Welcome clients in person and support a calm, professional meeting experience
Manage phones and general inbox, routing requests correctly and quickly
Handle small client care touches that improve experience and retention
Keep reception, meeting rooms, and client facing areas tidy and client ready

Scheduling and coordination

Own the scheduling process for client meetings and internal meetings
Coordinate confirmations, reschedules, and calendar hygiene
Prepare meeting logistics so advisors and clients know what to expect

Onboarding workflow support

Support new client onboarding logistics and workflow follow through
Coordinate forms, signatures, and document collection in partnership with advisors and planning team
Ensure onboarding steps move forward and nothing falls through the cracks

Office operations and admin coordination

Order supplies, manage vendors, and handle basic office coordination
Ensure the office runs smoothly day to day, including facilities and organization
Maintain simple internal trackers and checklists so recurring tasks stay on track

Communications and brand support

Support basic firm communications such as client mailouts, service messages, and simple updates
Support light social posting and scheduling that stays on brand and shares existing content, not strategy creation
Coordinate with the marketing function to ensure recurring client touches are executed consistently

Required Qualifications

2 plus years of experience in an office, service, or coordination role
Strong communication and client-friendly professionalism
Highly organized, detail-oriented, and reliable follow-throughy organized, detail-oriented, and reliable follow through
Comfort using technology tools and learning new systems quickly
Calm under pressure and able to manage multiple priorities

Preferred Qualifications

Experience in a professional services firm (finance, legal, accounting, medical, or similar)
Experience coordinating calendars, meetings, workflows, and client communication
Comfort working in a small team where you own outcomes end-to-end

How to Apply

Send your resume and a short note including:
Why this role fits you
Your experience coordinating scheduling, client care, or office operations
An example of how you improved a process, workflow, or client experience in a past role

Next steps may include a virtual interview followed by a Kolbe Assessment, a short sample assignment and an in-office interview with our team.

Job Type: Full-time

Pay: $50,000.00-$58,000.00 per year

Benefits:

Dental care Disability insurance Extended health care Life insurance On-site parking Paid time off RRSP match
Work Location: In person