Growing financial services firm in Novato seeks a self-starter with industry knowledge to maintain the service side of the business in addition to managing the daily workflow for a fast-paced financial advisory firm.
Responsibilities include all investment and financial planning client services, preparation for client meetings, and various administrative responsibilities. Additional duties may be applied and are not limited to the aforementioned.
Job Description:
The Client Service Associate supports firm operations, including client service, business administration, and operations. The Client Service Associate supports the client experience through direct client interaction and “behind the scenes” coordination with other team members to deliver premium client service. This person works closely with the team to develop, implement, and track the elements of the Total Client Experience. The position requires strong written and verbal communication skills, a can-do attitude, enthusiasm, and a strong aptitude for learning. The ability to effectively prioritize workloads and complete tasks within well-defined guidelines and time constraints is essential. Organizational skills and attention to detail are critical. This person must be able to accurately follow instructions to ensure a high-quality outcome across the position's responsibilities. Additionally, the Client Service Associate is responsible for the completion of the essential duties and responsibilities outlined below:
Knowledge, Skills & Attributes:
Strong problem resolution skills
Detail-oriented with a high degree of accuracy
Exceptional organizational skills: ability to multi-task and follow up to meet deadlines
Highly competent computer skills and advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, Adobe Acrobat, eMoney, Redtail, RingCentral, Calendly
Exceptional oral, written, and interpersonal communication skills
Impeccable ability to maintain confidentiality and integrity
Positive attitude, personal organization, and the ability to handle a heavy workload
Professional appearance and demeanor
Energetic, eager to learn, and willing to cooperate in a team environment as a team player
Outcome:
A successful Client Service Associate will:
Ensure smooth day-to-day operations and increase the operational efficiency of the firm
Support high client satisfaction rates through excellent customer service, prompt follow-up to client inquiries, and proactive problem-solving skills
Ensure that paperwork is processed accurately to decrease errors that require further client communication
Leverage time and create capacity for Senior Advisors
General Administrative:
Update and maintain processes/procedures related to the Client Service Associate position
Assist in updating department processes or processes for direct reports
Complete backup duties as assigned
Support general administrative needs as necessary
Client Services:
Act as a primary contact for client service questions, issues, and problem resolution, escalating items as necessary
Work seamlessly with B/D to handle client service requests, escalating issues when appropriate and making suggestions for improvement to their systems and processes
Conduct paperwork signing appointments
Send requested documentation to clients regarding account activity
Provide new users/clients with technology assistance and training, as needed
Participate in client meetings as needed
Operations:
Track all client updates and interactions in CRM (Redtail), as well as assign and complete client-related tasks in CRM via Workflows
Work with the team to address workflow issues as needed
Prepare client review materials and ensure that data required for review is accurate
Prepare paperwork for client transactions, including, but not limited to, opening new accounts, closing accounts, transferring assets, deposits, withdrawals, account title changes, address changes, etc.
Monitor and process client requests including, but not limited to, opening new accounts, closing accounts, transferring assets, deposits, withdrawals, account title changes, address changes, etc.
Assist with the client onboarding resignation process
Manage client Required Minimum Distribution (RMD’s) report
Prepare and process Insurance applications and paperwork
Maintain physical and electronic client files
Preferred Qualifications:
Bachelor’s degree or related experience
Prior financial services industry experience
Registered Series 7 & 66
Experience with eMoney and Redtail
Long-term career growth opportunity for the right candidate to potentially transition into other roles within the firm with an established team of Fiduciary Advisors.
