Position Summary
We are seeking a highly organized, detail-oriented Account Specialist to serve as the primary point of contact between clients, financial advisors, and custodians throughout the client onboarding process. In this role, you will play a critical part in ensuring a seamless and professional client experience by managing account paperwork, monitoring account transitions, and proactively identifying and addressing client needs. The ideal candidate is a proactive problem-solver who takes pride in accuracy, communicates with clarity and warmth, and thrives in a collaborative environment.
Key Responsibilities
Serve as the primary liaison between clients, financial advisors, and custodians throughout the client onboarding process, ensuring a smooth and professional experience from initial engagement to account activation.
Prepare, review, and process account paperwork including new account applications, transfer requests, movement of funds authorizations, and investment documentation such as subscription agreements.
Maintain exceptional attention to detail during data entry and document preparation to prevent NIGOs (Not-In-Good-Order items) and ensure seamless processing at the custodian and product sponsor level.
Collaborate closely with the financial advisor to ensure all pertinent client documentation — including client statements, account records, and supporting paperwork — is properly maintained on file.
Address and resolve client concerns with professionalism, ensuring a positive experience even in complex or challenging situations.
Proactively identify client needs and collaborate with advisors and the operations team to ensure those needs are met in a timely manner.
Maintain accurate client records, update contact and account information, and document all client interactions within the firm's CRM system.
Conduct follow-up communications with clients throughout the onboarding process to ensure satisfaction, provide status updates, and address any ongoing needs or questions.
Support the operations team with additional client service and administrative functions as needed.
Required Qualifications
Prior experience in a financial services, wealth management, or investment operations environment.
Strong understanding of paperwork requirements associated with account opening, account transfers, movement of funds, and investment product documentation (including subscription documents).
Exceptional attention to detail with a demonstrated ability to prepare accurate documentation and prevent NIGOs.
Strong written and verbal communication skills with the ability to interact professionally and empathetically with clients.
Proficiency with CRM systems and standard office software (Microsoft Office Suite).
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Preferred Qualifications
Prior experience working with custodians such as Schwab, Fidelity, or Pershing.
Familiarity with alternative investments and private placement documentation (e.g., DSTs, non-traded REITs, private placements).
Experience with CRM, financial planning or portfolio management platforms (e.g., Advyzon, Retail, GeoWealth, Right Capital).
Bachelor's degree in Finance, Business, or a related field.
Willingness to obtain securities license if needed.
Core Competencies
Detail-oriented and process-driven with commitment to accuracy.
Proactive and anticipatory — identifies needs and addresses them before they become issues.
Collaborative team player who builds strong working relationships across departments.
Client-focused with a genuine commitment to service excellence.
Composed and professional when navigating challenging conversations.
Highly organized with strong time-management and prioritization skills.
Why Join Copley Financial Group
At Copley Financial Group, we take pride in serving our clients with integrity, professionalism, and a personal touch. Our team is collaborative, our environment is fast-paced, and our commitment to growth is unwavering. As an Account Specialist, you will play an essential role in shaping the client experience — with meaningful opportunities to broaden your skills, take on new responsibilities, and grow with the firm as our practice continues to evolve.
Pay: From $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
