What are the responsibilities and job description for the Client Services Associate / Sr. Office Administrator position at Aspect Wealth Management?
Job Description
Position Summary
The Client Services Associate / Sr. Office Administrator delivers a wide range of critical client support to the advisor and principal teams and helps to provide the resources and guidance Aspect Wealth Management clients need to achieve their financial goals through performing administrative and operational duties and executing excellent and extensive client service.
REQUIRED: 2 years of office administrative or client service experience in the wealth management industry required, preferably using Pershing, LLC, Cetera or other independent advisory services.
Essential Functions
Client Service (30%)
Accurately prepare client engagement agreements and investment applications including new account applications, incoming/outgoing and intra-account transfers, including the required forms or documentation, keeping the advisor and client informed of the progress of their account activities. Follow-up and close the loop-verify transactions are completed accurately and communicated back to the source and/or client. Maintain accurate and organized client data in Redtail Client Relationship Management (Redtail) system. Document, within Redtail, all communications, incoming and outgoing with or impacting clients.
Communication (30%)
Proactively communicate on a regular basis to address any possible issues, problems or concerns. Identify client needs and risks related to new accounts, cash activity, new relationships, deceased or departing clients, insurance and annuities. Professionally interact with clients and team members to resolve complaints, questions or concerns through researching and resolving the issue or seeking help from Director of Operations or Advisor if situation becomes escalated. Keep team members informed in regards to client relationships.
Quality, Process and Policy Adherence (20%)
Ensure timely adherence to quality standards, document retention policies, deadlines, proper procedures, and workflows. Self-identify and proactively correct errors or problem. Document and maintain procedures on a current basis for any changes in processes.
Activities (20%)
Handle assigned tasks and appropriate workflow steps within the designated time allowed. Diligently and continually review Redtail dashboard and identify items that need to be addressed, document appropriate notes in activity and confirm completion and documentation of tasks. Generate and assign relevant tasks to the appropriate team members to ensure client is best served. Internal and outside investments are recorded timely and accurately, as well as data is updated in Redtail and integrated to all other systems on a timely basis. Adjust to change willingly and quickly.
Position Qualifications
Competency Statement
Service Focused
Please see our website https://www.aspectwealth.com/ to learn more about us.
Please see our website https://www.aspectwealth.com/ to learn more about us.
Position Summary
The Client Services Associate / Sr. Office Administrator delivers a wide range of critical client support to the advisor and principal teams and helps to provide the resources and guidance Aspect Wealth Management clients need to achieve their financial goals through performing administrative and operational duties and executing excellent and extensive client service.
REQUIRED: 2 years of office administrative or client service experience in the wealth management industry required, preferably using Pershing, LLC, Cetera or other independent advisory services.
Essential Functions
Client Service (30%)
Accurately prepare client engagement agreements and investment applications including new account applications, incoming/outgoing and intra-account transfers, including the required forms or documentation, keeping the advisor and client informed of the progress of their account activities. Follow-up and close the loop-verify transactions are completed accurately and communicated back to the source and/or client. Maintain accurate and organized client data in Redtail Client Relationship Management (Redtail) system. Document, within Redtail, all communications, incoming and outgoing with or impacting clients.
Communication (30%)
Proactively communicate on a regular basis to address any possible issues, problems or concerns. Identify client needs and risks related to new accounts, cash activity, new relationships, deceased or departing clients, insurance and annuities. Professionally interact with clients and team members to resolve complaints, questions or concerns through researching and resolving the issue or seeking help from Director of Operations or Advisor if situation becomes escalated. Keep team members informed in regards to client relationships.
Quality, Process and Policy Adherence (20%)
Ensure timely adherence to quality standards, document retention policies, deadlines, proper procedures, and workflows. Self-identify and proactively correct errors or problem. Document and maintain procedures on a current basis for any changes in processes.
Activities (20%)
Handle assigned tasks and appropriate workflow steps within the designated time allowed. Diligently and continually review Redtail dashboard and identify items that need to be addressed, document appropriate notes in activity and confirm completion and documentation of tasks. Generate and assign relevant tasks to the appropriate team members to ensure client is best served. Internal and outside investments are recorded timely and accurately, as well as data is updated in Redtail and integrated to all other systems on a timely basis. Adjust to change willingly and quickly.
Position Qualifications
Competency Statement
- Client Focused- Take care of the clients’ needs while following company procedures.
- Accuracy- Perform work accurately and thoroughly, self-identifying and correcting errors before presenting to others.
- Prioritization- Organize, prioritize and handle multiple tasks while being detail oriented
- Active Listening- Attend to, convey, and understand the comments and questions of others.
- Communication- Communicate effectively with others using spoken and written word. Foster an environment of open, honest and timely communication while using proper grammar, spelling and punctuation.
- Collaboration and Mentoring- Positively influence team members to perform their jobs effectively and to be responsible for making decisions. Provide guidance and feedback to help others strengthen specific knowledge/skill areas.
- Assertiveness/Conflict Resolution– Present self in a confident manner to facilitate completion of a work assignment, and defending a position or idea. Proactively deal with others in a potentially tense situations, while respecting the dignity of others and avoiding conflict.
- Decision Making- Make critical decisions while following company procedures.
- Recognize the need for and develop, test and implement process improvements, including automation and streamlining of processes and workflows.
- Provide such excellent client services that clients go out of their way to recognize what was done for them.
- Build relationships with team members that are uplifting through the means of cross-training and improving the team members’ performance overall.
- Commit to continuous education and professional development to remain current in job requirements, industry issues and software.
- Ensure the mission statement, vision and core values of the Aspect Wealth Management are incorporated into duties and responsibilities.
- Education: Required- High School Diploma/ GED; Preferred- Bachelor’s Degree
- Experience: 2 years of office administrative experience or client service in the wealth management industry required, preferably using Pershing, LLC, Cetera or other independent advisory services
- Computer Skills: Microsoft Office Suite, including Word, Excel and Outlook
Service Focused
- Provide Transformational Service
- Serve with Humility and Excellence
- Personable, approachable with a positive attitude
- Treat our clients and one another the way we’d like to be treated
- Be humble and put others’ needs before your own
- Lift up others to support their personal and professional growth
- Demonstrate respect for the dignity of others
- Own the problem and carry it thru to a solution
- Be willing and expect to be personally accountable or answerable for one’s conduct
- Self-disclosure and correction of errors and omissions
- Be truthful and be seen as credible in the workplace
- Always do the right thing
- Be dependable and trustworthy
- Maintain the privacy of the client and the business information
- Care so much that you look for opportunities for improvement
- Develop and present solutions
- Recognize issues or opportunities and develop best solutions/practices
Please see our website https://www.aspectwealth.com/ to learn more about us.
Please see our website https://www.aspectwealth.com/ to learn more about us.