Client Service Associate

We are an established, family owned wealth management firm located in the Bay Area with an extensive 30 year history in the community. We offer investment management, financial planning, and ongoing financial advising services to a select group of retirees, families, business owners, and high net worth individuals. Currently serving 300 households, we help them to reach their financial and life goals, with an emphasis on providing excellent service and having deep client relationships. Clients choose us for our expertise and our commitment to remaining a local firm, and they stay with us because of the outstanding service and trusted, high-quality advice they receive. We are a small team with two primary advisors. We’ve had a history of tenure in our employees and want to be sure we find someone who wants to be with us and in this role for an extended period.

We are looking for an experienced Client Service Associate. The role is diverse and will include client-specific, account-specific, and general business functions. In addition to having working knowledge of industry software, systems, and processes, you are exceptionally organized, have amazing attention to detail, and are committed to delivering a smooth and confidence-inspiring experience for our clients with every interaction. You are a critical thinker and anticipate subsequent events, with an unwavering ability to problem solve, even with little to no direction. You are a solutions-oriented professional who embraces technology. You love to learn and are always finding ways to improve and expand your impact. You offer proactive service and thrive in doing the little things to make those around you have the best experience possible. The right person for this role will be thoughtful, love to help others, and excited to own and enhance the client experience.

Responsibilities

• Schedule appointments, maintain calendar, and coordinate scheduling internally and externally, as needed
• Answer, screen, and route phone calls, assisting directly or taking messages as appropriate
• Meet and greet visitors to the office, with a high degree of customer service
• Prepare investment and account paperwork and manage the transfer of assets
• Process various client service items, including withdrawals, beneficiary changes, etc.
• Follow up with clients verbally and in writing to obtain required information
• Compile physical and digital documentation for clients and prospects; download, upload, and manage documentation within secure portals, ensuring accurate filing and record-keeping
• Manage RMD process
• Research information needed for client meetings; prepare documents, notes, reports, and presentation materials as requested
• Handle all inbound and outbound mail for the office, quickly processing time sensitive documents
• Maintain client records in database, including documentation of phone calls and conversations
• Assist with marketing initiatives; birthday cards for clients, quarterly performance reporting, annual client gifts, planning workshops and events, and support social media efforts, with an opportunity to take initiative and find new and unique ways for client appreciation
• General office and building management; order supplies, prepare conference room, coordinate with vendors, etc.
• Maintain compliance records such as advisor continuing education, gift logs, correspondence logs, etc.
• Ad-hoc project assistance for advisors and others
• Increased responsibilities over time as your knowledge of the business expands
• Other duties as assigned
  

Qualifications

• Minimum of 5 years of progressive client service and operations experience in wealth management, financial planning or banking
• Bachelor’s degree highly preferred; may consider non-degreed candidates with more than 5 years experience
• Excellent follow-through and communication regarding status of open items
• Client-first attitude: ability to interact with clients professionally and respond to clients in a timely manner
• Editing and writing skills to initiate, compose, format, proofread and carefully edit various professional business documents and correspondence
• Strong time management skills; ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions
• Excellent interpersonal and communication skills; ability to communicate in a pleasant, tactful and effective manner (both orally and in writing), and to handle difficult, sensitive issues
• Ability to analyze situations, define problems and/or objectives, identify relevant factors, formulate logical conclusions and suggest alternative solutions
• Able to work independently with limited direct supervision
• CRM Software experience required; Redtail knowledge highly preferred
• Industry-specific software/platform experience preferred; our accounts are held at NFS/Fidelity (Wealthscape), and we use eMoney and OneView (Albridge) systems for reporting and analysis
• Advanced Technology Skills and use of MS Office (Outlook, Word, PowerPoint, Excel, Teams)
  

Compensation & Benefits

• Base compensation of $80,000-$95,000, depending on experience
• Bonus potential based on firm and individual performance
• 401k with up to 3% match
• PTO and paid holidays
• Remote work flexibility on Fridays after training period
  

Salary : $80,000 - $95,000