What are the responsibilities and job description for the Client Service Administrator in Finance position at Vestia Personal Wealth Advisors?
Job Description
Are you a detail-oriented problem solver with a passion for delivering exceptional client experiences? If you enjoy collaboration, value innovation, and love helping others, we’d love to meet you! Vestia Personal Wealth Advisors is a rapidly growing financial planning firm with primary locations in Nashville, TN, Fort Wayne, IN, and several team members in other locations across the country. Our Client Service Administrators love managing details and play a pivotal role in ensuring our physician clients receive top-notch support.
Job Summary:
The Client Service Administrator (CSA) supports a team of financial advisors in multiple facets of client engagement and serves as a primary point of contact for clients on a day-to-day basis. Usual hours are 40 hours per week during normal business hours (we do allow for flex time and some remote work with supervisor approval). From time to time, this position may require time outside of standard hours to accommodate our clients’ busy schedules. You should be able to quickly acclimate to our processes and technology to provide a consistently exceptional client experience.
Primary Responsibilities Include:
Who we are:
Team Vestia oversees the financial well-being for nearly 500 of the nation’s highest caliber professionals
We launched in January 2018 after purchasing a successful business from another company
We manage nearly $800 million in investment assets
We have offices in Nashville, Indianapolis, Omaha, Charleston, Los Angeles, and Fort Wayne
Our team of 22 genuinely enjoys working with one another, and that’s important because we have much to accomplish
Who we need:
Do you enjoy people?
Do they enjoy you?
Do you catch things other people tend to miss?
Do you enjoy solving problems? Are you willing to go the extra mile to do what needs done?
Most importantly, we need a quick learner or you’ll drown in this fast paced environment.
Why we exist:
Our Mission: We help the highest caliber physicians achieve wealth that matters.
(Who cares if somebody has $10 million if they have no one to share it with?!)
Our Values:
Give a Surplus - We put others first. When in doubt, we err on the side of giving excess of ourselves and our resources.
Never Let Them Guess - We ask questions, tackle issues, and own our work from start to finish. We communicate frequently and candidly, even when it's tough.
Raise Your Hand - We courageously seek opportunities that challenge us. We understand that growth occurs at the edge of our comfort zone.
Model "Wealth That Matters" - We value relationships over money. We build our legacies daily by being intentional with our time.
Fly the V Formation - We keep each other energized through support, encouragement, and celebration. We know we go furthest together and collaborate whenever possible.
Who we are: Team Vestia oversees the financial well-being for nearly 500 of the nation’s highest caliber professionals We launched in January 2018 after purchasing a successful business from another company We manage nearly $800 million in investment assets We have offices in Nashville, Indianapolis, Omaha, Charleston, Los Angeles, and Fort Wayne Our team of 22 genuinely enjoys working with one another, and that’s important because we have much to accomplish Who we need: Do you enjoy people? Do they enjoy you? Do you catch things other people tend to miss? Do you enjoy solving problems? Are you willing to go the extra mile to do what needs done? Most importantly, we need a quick learner or you’ll drown in this fast paced environment. Why we exist: Our Mission: We help the highest caliber physicians achieve wealth that matters. (Who cares if somebody has $10 million if they have no one to share it with?!) Our Values: Give a Surplus - We put others first. When in doubt, we err on the side of giving excess of ourselves and our resources. Never Let Them Guess - We ask questions, tackle issues, and own our work from start to finish. We communicate frequently and candidly, even when it's tough. Raise Your Hand - We courageously seek opportunities that challenge us. We understand that growth occurs at the edge of our comfort zone. Model "Wealth That Matters" - We value relationships over money. We build our legacies daily by being intentional with our time. Fly the V Formation - We keep each other energized through support, encouragement, and celebration. We know we go furthest together and collaborate whenever possible.
Are you a detail-oriented problem solver with a passion for delivering exceptional client experiences? If you enjoy collaboration, value innovation, and love helping others, we’d love to meet you! Vestia Personal Wealth Advisors is a rapidly growing financial planning firm with primary locations in Nashville, TN, Fort Wayne, IN, and several team members in other locations across the country. Our Client Service Administrators love managing details and play a pivotal role in ensuring our physician clients receive top-notch support.
Job Summary:
The Client Service Administrator (CSA) supports a team of financial advisors in multiple facets of client engagement and serves as a primary point of contact for clients on a day-to-day basis. Usual hours are 40 hours per week during normal business hours (we do allow for flex time and some remote work with supervisor approval). From time to time, this position may require time outside of standard hours to accommodate our clients’ busy schedules. You should be able to quickly acclimate to our processes and technology to provide a consistently exceptional client experience.
Primary Responsibilities Include:
- Maintaining database records including recording detailed notes in CRM software on tasks, client records, activities, etc.
- Scheduling and prepping client meetings
- Drafting and processing correspondence to and from clients
- Managing paperwork workflows from initiation to completion
- Preparing, processing, and tracking paperwork required for client processing
- Executing the client onboarding process
- Attending client meetings as determined necessary by financial advisors
- Assisting with the firm’s compliance requirements
- Running best practice reports to assist financial advisors, tax professionals, or attorneys with practice management functions
- Supporting business development and relationship management functions by performing social media coordination
- Assisting clients with rollover calls and other investment transfers
- Communicating with clients and internal staff to resolve account related issues
- Managing and maintaining online access points for clients
- Coordinating with clients to gather missing information or reconnect broken web links
- Resolving customer service case files
- Working directly with investment custodians as needed to complete ACH transfers, move money, etc.
- Coordinate administrative tasks with clients outside advisors, attorneys, CPAs, insurance agents, etc.
- Working directly with insurance vendors as needed
- Functioning as a backup for the Support Advisor and Office Administrator role
- Maintaining confidentiality of client information
- Completing any and all other duties as assigned
- Ordering and picking up office lunches
- Providing beverages and snacks for clients as needed
- Managing day to day interaction with certain vendors of the firm
- Trouble-shooting equipment failures and maintenance
- Scheduling conference room usage and keeping rooms neat and clean at all times
- Policy and procedure documentation across various roles
- High school diploma or GED (minimum required)
- Bachelor's Degree or equivalent work experience (minimum required)
- A minimum of 2 years administrative experience in financial, insurance, or professional services
- Self-motivated with outstanding customer service, multi-tasking, and problem-solving skills
- Proficiency in Microsoft Office applications and proven ability to quickly learn other software applications as needed
- Interpersonal skills, notable attention to detail, outstanding time management and organizational skills
- Ability to work with a flexible schedule including occasional nights, weekend, travel as necessary for the successful execution of firm business (including two off-site team retreats annually)
- Bachelor’s degree in finance, accounting, or business
- Experience in customer service roles
- Experience in insurance, financial planning and investments
- Experience creating or documenting workflows and procedures a plus
- Promotion to Sr. Client Service Administrator
- Obtaining insurance license(s)
- Obtaining Financial Paraplanner Qualified Professional™ (FPQP®) Certification
- Promotion to Financial Planning Analyst or Support Advisor
- Health Insurance Plan
- 401k and Profit-Sharing Plan
- Success Sharing Bonus
- Paid Time Off
- Parental Leave Policy
Who we are:
Team Vestia oversees the financial well-being for nearly 500 of the nation’s highest caliber professionals
We launched in January 2018 after purchasing a successful business from another company
We manage nearly $800 million in investment assets
We have offices in Nashville, Indianapolis, Omaha, Charleston, Los Angeles, and Fort Wayne
Our team of 22 genuinely enjoys working with one another, and that’s important because we have much to accomplish
Who we need:
Do you enjoy people?
Do they enjoy you?
Do you catch things other people tend to miss?
Do you enjoy solving problems? Are you willing to go the extra mile to do what needs done?
Most importantly, we need a quick learner or you’ll drown in this fast paced environment.
Why we exist:
Our Mission: We help the highest caliber physicians achieve wealth that matters.
(Who cares if somebody has $10 million if they have no one to share it with?!)
Our Values:
Give a Surplus - We put others first. When in doubt, we err on the side of giving excess of ourselves and our resources.
Never Let Them Guess - We ask questions, tackle issues, and own our work from start to finish. We communicate frequently and candidly, even when it's tough.
Raise Your Hand - We courageously seek opportunities that challenge us. We understand that growth occurs at the edge of our comfort zone.
Model "Wealth That Matters" - We value relationships over money. We build our legacies daily by being intentional with our time.
Fly the V Formation - We keep each other energized through support, encouragement, and celebration. We know we go furthest together and collaborate whenever possible.
Who we are: Team Vestia oversees the financial well-being for nearly 500 of the nation’s highest caliber professionals We launched in January 2018 after purchasing a successful business from another company We manage nearly $800 million in investment assets We have offices in Nashville, Indianapolis, Omaha, Charleston, Los Angeles, and Fort Wayne Our team of 22 genuinely enjoys working with one another, and that’s important because we have much to accomplish Who we need: Do you enjoy people? Do they enjoy you? Do you catch things other people tend to miss? Do you enjoy solving problems? Are you willing to go the extra mile to do what needs done? Most importantly, we need a quick learner or you’ll drown in this fast paced environment. Why we exist: Our Mission: We help the highest caliber physicians achieve wealth that matters. (Who cares if somebody has $10 million if they have no one to share it with?!) Our Values: Give a Surplus - We put others first. When in doubt, we err on the side of giving excess of ourselves and our resources. Never Let Them Guess - We ask questions, tackle issues, and own our work from start to finish. We communicate frequently and candidly, even when it's tough. Raise Your Hand - We courageously seek opportunities that challenge us. We understand that growth occurs at the edge of our comfort zone. Model "Wealth That Matters" - We value relationships over money. We build our legacies daily by being intentional with our time. Fly the V Formation - We keep each other energized through support, encouragement, and celebration. We know we go furthest together and collaborate whenever possible.