Client Service Administrator in Finance

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 Overview

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.

Responsibilities

• 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

Additional Responsibilities in Offices Without Other Staff May Include:

• 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

Travel:

• Travel as needed to support lead Advisors, accomplish other corporate functions, and attend two off-site team retreats each year. Ability to transport oneself is necessary.

Required Experience / Qualifications:

• 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
• Aspirations to grow into a financial planner role
• 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)

Preferred Experience / Qualifications:

• 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

Growth Path Next Steps Could Likely Include the Following:

• 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

Benefits Include:

• Health Insurance Plan
• 401k and Profit-Sharing Plan
• Success Sharing Bonus
• Paid Time Off
• Parental Leave Policy

Job Type: Full-time

Pay: $51,135.00 - $62,000.00 per year

Benefits:

• 401(k)
• 401(k) 4% Match
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Paid training
• Retirement plan
• Vision insurance

Compensation Package:

• Profit sharing

Schedule:

• Monday to Friday

Application Question(s):

• Do you have any financial licenses or certifications?
• Do you have experience working in a financial advisory firm?
• Are you willing to undergo a background check, in accordance with local law and regulation?

Education:

• Bachelor's (Preferred)

Work Location: Hybrid remote in Indianapolis, IN 46256

Salary : $51,135 - $62,000