Client Service Associate

Summary of Essential Duties

The Client Service Associate (CSA) will be a key member of the team providing administrative and operational support, coordinating client appointments and delivering an exceptional client experience. The Client Service Associate is the first point of contact with clients, providing excellent customer service and helping with all areas of operations. The successful candidate will have a demonstrated track record of educational achievement and an interest in pursuing a career in the Registered Investment Advisor industry.

Responsibilities

• Answer phones, route calls and take / distribute messages
• Responds to routine client requests via phone, email and/or other contact methods
• Monitors daily custodial alerts including cash management, account updates, trading, etc. and resolves accordingly
• Records client inquires including service changes, new account opening, money movement, trading, etc. in CRM
• Meets regularly with Wealth Advisor team to prioritize workload, provides timely updates on client service items, and escalates potential issues when appropriate
• Assists with specific operational related tasks and collaborates with operations leadership team on projects and/or initiatives designed to streamline firm policies and procedures
• Works alongside our centralized operations team providing requests for client custodian paperwork to be prepared
• Other duties, as assigned
• Update and maintain internal CRM system, as well as sending updates to external databases by entering and updating new and existing contact information
• Complete Business applications and provide support
• Distribute monthly performance reports
• Create / update monthly marketing slides
• Review / submit 401k distributions and loans
• Manage Matrix
• Schedule, calendar and manage tasks and activities in CRM and team members’ calendars
• Manage incoming and outgoing communications (telephone, email, and faxes)
• Provide general office support (photocopying, faxing, filing, office errands, creating documents, etc.).
• Review, sort and distribute incoming mail and track outgoing mail
• Greet clients/prospects with enthusiasm, offer food and beverage and seat them for meetings
• Complete office opening and closing procedures
• Maintain all office machines, renew any contracts, and learn how to use all equipment
• Order and maintain office supplies (including firm collateral, information packages, kitchen supplies, general office supplies, postage supplies, etc.)
• Maintain overall cleanliness of office when needed (dust, vacuum, empty and take out trash, defrost freezer, empty and run dishwasher, etc.)
• Make sure meetings rooms are prepared for meetings
• Manage client touches and birthday process, cards / gifts (Sympathy, Get Well, Thinking of You, etc.)
• Handle scheduling for any related non-client related processes (i.e. performance reviews, interviews, team outings, etc.)
• Complete operations / client service tasks as requested and train to be competent in all areas over time
• Update processes / procedures related to the Administrative Assistant position
• Complete back-up duties, requests and additional projects as assigned

Outcome

A successful Client Service Associate will:

• Make people entering the office feel truly welcome by being cheery and upbeat, greeting people by name, directing them to the appropriate waiting space, offering refreshments and doing what is appropriate to ensure their experience is pleasant
• Efficiently / accurately complete administrative tasks and running of the office to allow advisors to focus on wealth strategies that help clients reach their financial goals
• Increase operational efficiency and improve administrative procedures
• Minimize scheduling issues and conflicts
• Maintain high levels of client satisfaction and build relationships with firm clients

Knowledge, Skills & Attributes

• High School diploma required
• Financial services experience required
• Comfortable working with industry related software
• Expert computer skills, including advanced knowledge of Microsoft Office, Excel and PowerPoint
• Strong math and analytical skills
• Excellent oral, written and interpersonal communication skills
• Professional appearance and demeanor
• Impeccable ability to maintain confidentiality and integrity
• Effective follow-up skills and ability to meet deadlines without prompting
• Flawless attention to detail and accuracy required
• Energetic, eager to learn, willing to cooperate
• Self-motivated with ability to work well independently and under direction
• Comfort with being a “team player” and doing whatever is needed, big or small
• Attendance is an essential function

Ideal Candidate Profile – “Our Casting Call!”

• Bachelor’s degree in finance or business-related field
• Interest in pursuing additional certifications
• Experience working within the securities industry preferably within retirement planning office preferred
• Experience working with CRM
• Proactive communicator who can adjust message and style to the needs of our clients
• Strong disciplined skills driving follow-up with Client Advisors and clients
• Strong attention to detail with excellent organizational skills —Extremely reliable, proactive, and self-motivated

Additional Comments

• Must be able to pass a background check
• Pay dependent on experience
• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Paid training

Schedule:

• Monday to Friday

Experience:

• Customer service: 5 years (Required)

Ability to Relocate:

• Casper, WY: Relocate before starting work (Required)

Work Location: In person

Salary : $40,000 - $50,000