What are the responsibilities and job description for the Client Operations Assistant position at ClearVista Financial?
Who We Are
At ClearVista Financial, we're more than just financial advisors; we're stewards of our clients' financial futures, guided by faith-based principles. Our unique approach to financial planning is rooted in biblical values, focusing on responsible stewardship, generosity, and ethical investing. We believe in creating financial plans that not only secure our clients' futures but also reflect their values and beliefs. By integrating these strategies into our services, we provide advice that aligns with our clients’ spiritual and financial goals.
The Role
The Client Operations Assistant plays a crucial role in supporting account management by ensuring that client paperwork is accurate, processed efficiently, and submitted on time. They also maintain strong client relationships through clear communication, provide administrative support, and ensure office and equipment operations run smoothly, all while maintaining confidentiality and professionalism.
You will enhance the client experience and provide exceptional service, support the firm’s functions, as needed, and serve as administrative and operational support to the Financial Advisors and Executive Assistant.
Our ideal candidate works well as part of a team and does not get ruffled by high pressure deadlines.
The duties include:
Client Account Management
- Assisting with opening accounts and preparing client paperwork.
- Prepare all client paperwork for account establishment and maintenance.
- Ensure all forms necessary for establishing new accounts are correct and submitted promptly.
- Complete applications as needed.
- Proactively track new account funding.
- Perform all account research as necessary.
- Process all checks/securities received.
- Handle clients' check/wire transfer requests through completion, including proper documentation and any relevant comments, in your CRM.
- Coordinate client e-signatures and submit completed forms to sponsor companies.
Client Relationship and Communication
- Interact with business partners (i.e., account custodians, third-party program sponsors, broker-dealers, etc.) with professionalism.
- For “long service problems,” i.e., those taking more than 24 hours, update the client daily via voicemail, telephone contact, or email.
Administrative and Office Support
- Organize and maintain confidential client files and financial records.
- Update and manage client databases and CRM systems efficiently.
- Carry out administrative duties such as filing, typing, copying, mailing, scanning, etc.
- Capture, scan, fax, file, and mail documents as needed.
Equipment and Inventory Management
- Ensure the operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
- Maintain supply inventory by checking stock to determine inventory levels, anticipating needed supplies, and placing orders.
Skills Needed
- Strong educational or work experience background. A college degree is not required but a positive.
- Previous experience in an administrative role, ideally within the financial services industry.
- High level of verbal and written communication skills.
- An engaging personality. Clients must like our associates.
- Demonstrated ability to handle sensitive information with utmost confidentiality and professionalism.
- Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively. Strong attention to detail and the ability to meet deadlines consistently.
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable working with CRM systems and database management. Ability to learn a new program quickly and self-learn through training videos.
- Personally, well organized. The office must always be neat, tidy, and clutter-free.
- Commitment to ongoing career growth and education.
Qualifications
- Minimum of 3 years of experience in an office or administrative setting
- Associate's degree or equivalent combination of education and experience
Job Type
- Job Type: Part-time, 15-20 hours per week
- Salary: $17-$20 per hour
- Work Schedule: In-person with potential for hybrid work
Job Type: Part-time
Pay: $17.00 - $20.00 per hour
Expected hours: 15 – 20 per week
Benefits:
- Flexible schedule
- Professional development assistance
- Work from home
Work Location: In person
Salary : $17 - $20