Position Overview
The Client Service Associate plays a central role in delivering an exceptional client experience while driving the operational efficiency of the firm. This individual is responsible not only for administrative execution, but also for coordinating key processes, maintaining accountability across team commitments, and proactively supporting client engagement, planning workflows, and business growth initiatives.
This role serves as a connector across the team, ensuring that client needs, internal tasks, and firm priorities are aligned and executed with excellence.
This role requires working across two office locations on designated days of the week, with the opportunity to transition to a hybrid schedule (including one remote workday) upon successful completion of training.
Key Responsibilities
Client Service & Communication
- Serve as the first point of contact by answering phones, managing voicemails, and greeting clients.
- Respond to client inquiries via phone and email in a timely and professional manner.
- Own and manage online scheduling, ensuring accuracy, availability, and ease of use for clients.
- Schedule client appointments and coordinate client review meetings.
Office & Administrative Operations
- Open and close the office; maintain a welcoming and organized environment.
- Manage incoming and outgoing documentation, including copying, scanning, and processing paperwork.
- Scan and deposit checks accurately and promptly.
- Maintain office supplies and oversee inventory needs.
- Manage and organize client literature and materials.
Front Desk & Client Experience
- Execute front desk procedures to ensure a polished and professional client experience.
- Support overall office flow and ensure readiness for client meetings.
Account Maintenance
- Track and manage maturing certificates and notes to ensure timely follow-up and action.
- Assist with light money movement tasks in accordance with firm policies and compliance standards.
Client Account & CRM Support
- Process address changes and client relationship updates.
- Maintain accurate and up-to-date client information within the CRM.
- Assist with beneficiary updates and relationship changes.
- Track new business activity and ensure timely follow-up on outstanding items.
Meeting & Financial Planning Support
- Coordinate the financial planning process from start to finish, ensuring all steps are completed on time.
- Prepare and send meeting confirmations, agendas, and summaries.
- Complete beginning steps of client meeting preparation (data gathering, organization, and readiness).
- Upload and deliver finalized plans to clients.
- Audit monthly planning reports (Plan Count) and track deadlines.
Retirement & Compliance Support
- Calculate and process beneficiary and Required Minimum Distributions (RMDs).
- Send reminders and ensure timely completion of required actions.
Team Accountability
- Act as backup support for existing client service team members as needed.
- Help drive accountability for team commitments by tracking tasks, deadlines, and follow-ups.
- Support task management processes to ensure work is completed accurately and on time.
Marketing & Engagement
- Assist with management of the firm’s social media presence, including posting, monitoring, and basic content coordination.
Team & Culture Support
- Assist with onboarding and training of new team members.
- Coordinate recognition efforts such as team member birthdays.
Key Skills & Attributes
- Strong attention to detail and organizational skills
- Excellent verbal and written communication
- Ability to manage multiple priorities and follow through consistently
- Proactive mindset with strong ownership and accountability
- Client-first attitude with a professional and welcoming demeanor
- Comfortable with technology, CRM systems, and scheduling tools
- Ability to coordinate across multiple workflows and team members
Success in This Role Looks Like
- Clients experience seamless, responsive, and thoughtful service.
- Financial planning and client processes run on time and without gaps.
- The team stays on track with commitments, deadlines, and follow-ups.
- Advisors are consistently prepared and supported for client meetings.
- Office operations and scheduling run smoothly and efficiently.
- New business and client opportunities are tracked and advanced proactively.
Pay: $55,000.00 - $60,000.00 per year
Work Location: In person
