Job Title: Client Service Administrative Professional – Wealth Management
Hanke & Apolonio Wealth Advisors – San Francisco, CA 94108 (Union Square)
Full-time, Monday - Friday in office
Are you a detail-oriented professional looking to build a career in a wealth management advisory firm?
Hanke & Apolonio Wealth Advisors is a boutique wealth management firm seeking a highly organized Client Service Administrative Professional. This role is the operational backbone of our firm, supporting client onboarding, coordinating regulatory compliance, and day-to-day administrative excellence.
What You’ll Do:
Client Service Administration
- Prepare, process, and track account paperwork, including Schwab custodial forms
- Coordinate client onboarding and account transitions
- Manage client documentation, e-signatures, and follow-up items
- Maintain high-quality client data within CRM and planning systems
- Support advisors with scheduling, meeting preparation, and post-meeting follow-up
- Upload, organize, and maintain client documents in accordance with recordkeeping standards
- Handle day-to-day communications with custodians and vendors as needed
- Assist with quarterly client reporting processes
- Help ensure a polished, responsive, and thoughtful client experience
Compliance & Operational Support
- Maintain accurate records for regulatory filings, audit trails, and document retention
- Assist with annual compliance tasks and calendars
- Perform email and communication archiving reviews
- Track required disclosures, acknowledgments, and client communications
- Support the development and maintenance of operational workflows
- Maintain data integrity across systems including CRM, Schwab, Orion, and planning software
- Perform routine data quality checks and updates
- Assist with preparation of investment and planning reports
- Help identify opportunities to improve operational efficiency and consistency
Marketing & Administrative Support
- Assist advisors with marketing and communication-related tasks
- Help coordinate scheduling, organization, and administrative support for firm initiatives
- Support client events, seminars, and communications as needed
Benefits:
- Competitive Pay: $95k-$120k + performance bonuses.
- Retirement: 401(k) with employer contribution.
- Education Support: Full reimbursement for Series 65 and CFP® certification.
- Career Growth: Clear pathways into advisory or operations leadership roles.
- Prime Location: Beautiful office in Union Square, SF.
What We’re Looking For:
- Education: Bachelor’s degree required.
- Mindset: You thrive on structure, repetitive accuracy, and follow-through.
- Skills: Strong professional communication and proficiency in Google Workspace/Excel and financial planning software (Orion, MoneyGuidePro, Wealthbox preferred).
- Experience: 3-6 years in a regulated industry (Financial services, banking or accounting) is preferred.
Apply today to join a team that values empathy, integrity, and operational excellence.
Pay: $95,000.00 - $120,000.00 per year
Benefits:
- 401(k) matching
- Commuter assistance
- Health insurance
- Paid time off
- Professional development assistance
- Tuition reimbursement
Application Question(s):
- Will you now or in the future require sponsorship for employment visa status (e.g., H-1B, O-1, etc.)?
Education:
Experience:
- Financial services: 3 years (Preferred)
- Accounting: 3 years (Preferred)
- Orion Advisor Technology: 3 years (Preferred)
- MoneyGuide Pro: 3 years (Preferred)
- Wealthbox CRM: 3 years (Preferred)
- Banking : 3 years (Preferred)
- Legal administrative: 3 years (Preferred)
License/Certification:
Ability to Commute:
- San Francisco, CA 94108 (Required)
Work Location: In person
