Client Service Associate

We are an established and successful financial planning firm, with a rich history supporting clients with thoughtful financial strategies and stellar personal service. We currently manage over $400M in assets and work with individuals and small businesses. Our main services include managed investment accounts, corporate retirement plans and group medical insurance. We have an experienced and tenured team, all working towards the common goal of caring for our clients. We are looking for someone that will align with our team. Following an initial in-office training period, this role offers the flexibility to work remotely on Tuesdays and Thursdays.

The Client Service Associate plays a key role in delivering the high level of service our clients expect while providing day-to-day support to our financial advisors. From opening new accounts and processing service requests to preparing for client meetings, coordinating schedules, and answering client calls, you will be involved in many of the details that keep our client relationships and office running smoothly. This is a role for someone who enjoys helping people, takes pride in getting the details right, and follows things through to completion. You’ll work across multiple systems and product portals, so comfort with technology, strong organization, and the ability to manage multiple priorities will be essential to your success.

What you will do:

• Serve as a primary point of contact for clients, answering calls, assisting with questions and requests, and providing a friendly, responsive client experience.
• Process client service requests from start to finish, including withdrawals, beneficiary changes, RMDs, account updates, and other ongoing account needs.
• Coordinate new account openings and related paperwork, ensuring information is complete, accurate, and followed through to completion.
• Navigate multiple financial services systems and product portals to support client needs across insurance, annuities, mutual funds, and other investment products.
• Prepare for client meetings by gathering and organizing documents, reports, notes, account information, and other materials requested by the advisor.
• Manage client scheduling and advisor calendars, coordinating appointments and communicating with clients, team members, and outside professionals as needed.
• Maintain accurate client records, paperwork, notes, and follow-up items within SmartOffice (CRM) and the firm’s document management systems.
• Communicate with the broker/dealer, advisory firm, product companies, and other outside contacts to facilitate client requests, research questions, and resolve outstanding items.
• Support general office operations, including processing checks, maintaining required logs and blotters, preparing correspondence and marketing materials, and assisting with other needs as they arise.
• Perform various office management and miscellaneous tasks as assigned.

What you will bring:

• 2+ years of financial services experience supporting one or more financial advisors is highly preferred.
• Candidates with 5+ years of experience in similar financial services environments, such as accounting, banking, investment operations, insurance, or mortgage roles with a strong processing and client service component, will also be considered.
• Knowledge of industry-specific software; familiarity with SmartOffice is a plus.
• A genuine interest in serving and caring for clients and creating a positive experience in every interaction.
• Strong attention to detail and a commitment to accuracy, particularly when handling client information, paperwork, and financial transactions.
• The ability to proactively assess situations, problem-solve, and work independently while knowing when to involve others.
• Excellent organizational and time management skills with the ability to manage multiple priorities and follow tasks through to completion.
• Comfort working across multiple technology platforms and learning new systems.
• Proficiency with Microsoft applications, including Word, Excel, and Outlook.
• A positive attitude, professional demeanor, and extraordinary client service orientation.