Client Service Operations Associate

Briar Hall LLC a full-service private family office is seeking a Client Service Operations Associate to join its team.  This role oversees financial transactions and operational tasks, ensuring accuracy, compliance and seamless coordination across wealth advisory, trust, investment, treasury and accounting teams.  

Key responsibilities

Financial Transactions and Disbursements

Process cash and security disbursements for clients, entities and trusts including: 

   Invoice processing for recurring and non-recurring expenses

   Investment funding (capital calls and distributions)

   Federal, state and local tax payments (income and real estate)

   Miscellaneous wires, EFTs, transfers and check requests

Deposit checks at bank and/or use mobile check deposit app 

Ensure accuracy and timely completion of all financial transactions

Independently confirm transfer delivery instructions for wire (foreign and domestic), ACH and DTC transactions

Account and Documentation Management

Draft, review and submit

   New account opening paperwork

   Online banking platform enrollment forms

   Proxy voting enrollment letters

Enroll and manage accounts across various tax portals and data aggregation platforms

Audit and securely store original documents in safe deposit boxes

Retrieve and compile banking and investment statements not received via data feed

Operational Support and Special Projects

Assist with operational projects

Collaborate with colleagues and external stakeholders to optimize workflow processes

Uphold compliance, confidentiality and accuracy in all financial and administrative functions

The ideal candidate will be detail oriented, flexible and comfortable working in a team environment. Providing excellent client service must come naturally to this person. All Briar Hall employees are expected to demonstrate unquestioned integrity and discretion. 

Desired personal skills and characteristics include:

Professional and engaging demeanor 

Anticipates needs of clients and team members

Experience in financial transactions and document management

Proficiency in online banking platforms and financial reporting tools

Meticulous attention to detail and ability to consistently follow specific processes

Superior organization and time management skills 

Excellent verbal, written and interpersonal communication skills

Strong aptitude for technology

Ability to adapt to a changing environment and handle multiple priorities 

Responsible and accountable taking personal pride in their work

Strong personal motivation and a high level of initiative

Resourceful and flexible

Educational and Experience Requirements

A Bachelor’s degree is required. An equivalent combination of education and/or experience may be considered in lieu of the degree.