Sr. Client Service Associate

  Purpose

The purpose of the Sr. Client Service Associate role is to provide exceptional client service, operational support, and administrative coordination to the Advisor Team and clients served by the Costa Mesa office. This position supports Vance Wealth’s commitment to excellence by ensuring client needs are handled efficiently, accurately, and professionally while helping advisors remain organized and focused on relationship management and business development activities.

Through strong execution, proactive follow-through, and collaboration, this role helps ensure consistency, quality, and a high-touch client experience aligned with the firm’s values and service standards.

Position Overview

The Client Service Associate is responsible for supporting the Advisor Team through client service coordination, account administration, operational support, workflow management, and advisor support activities. This role works closely with advisors and collaborates cross-functionally with operations, planning, and service teams to support client experience initiatives and day-to-day operational efficiency.

This role requires a highly organized and proactive individual who can effectively manage competing priorities while maintaining professionalism, responsiveness, and attention to detail.

Key Focus Areas

· Client Service & Relationship Support

· Account Administration & Operational Execution

· Advisor & Team Support

· CRM Management & Workflow Coordination

· Client Experience & Communication

Primary Responsibilities:

Client Service & Relationship Support

· Schedule, coordinate, and confirm client meetings for the Advisor Team

· Assist with client meeting preparation and follow-up alongside the Advisor Team

· Serve as a professional and responsive point of contact for client service requests

· Coordinate communication and follow-up with Centers of Influence (COIs), including CPAs, attorneys, and other professional partners

· Support collaboration between clients, advisors, and external partners by tracking action items and ensuring timely follow-through

· Communicate effectively and professionally with clients, prospects, custodians, Centers of Influence (COIs), and internal team members both verbally and in writing

Advisor & Administrative Support

· Provide exceptional administrative and operational support to the simplify365® teams

· Support calendar management, task coordination, and workflow organization for the Advisor Team

· Review and respond to emails as appropriate while maintaining professionalism and responsiveness

· Assist with case management follow-up and internal coordination efforts

· Help advisors remain organized and supported through proactive follow-through and task management

Operations & Account Administration

· Complete money movement requests, account applications, account transfers, and other client/account-related servicing tasks as needed

· Maintain accurate client information and account settings within Salesforce and custodian platforms

· Coordinate account maintenance updates and operational follow-through with custodians including Fidelity

· Assist with client service processes, including tax return request and review coordination

CRM & Workflow Management

· Use Salesforce to document client interactions, manage workflows, track tasks, and ensure timely follow-up on action items

· Assist in maintaining data integrity, organization, and consistency within Salesforce

· Monitor assigned workflows and tasks to ensure completion and accountability

· Support operational consistency and process adherence across the practice

Team & Culture Contribution

· Collaborate positively across teams and contribute to a strong team environment

· Identify opportunities to improve workflows, efficiency, and client experience where appropriate

· Demonstrate professionalism, accountability, and a service-oriented mindset in all interactions

Essential Functions

· Executing assigned responsibilities with accuracy, professionalism, and consistency

· Communicating effectively with team members, leadership, clients, custodians, and external partners

· Managing workload, deadlines, and competing priorities in a fast-paced professional environment

· Collaborating across departments to support firm initiatives and client experience standards

· Maintaining confidentiality and adhering to firm policies, compliance standards, and regulatory requirements

What This Role Is

· A key operational and client service support partner to the Advisor Team

· Responsible for ensuring strong follow-through, organization, and responsiveness in day-to-day client service activities

· A collaborative role that works closely with advisors, operations, planning, and external professional partners

· A role requiring proactive ownership, professionalism, and attention to detail

What This Role Is Not

· A financial planning or lead advisory role

· Primarily responsible for preparing financial plans or investment recommendations

· A passive administrative support position requiring constant direction

Education & Experience
• High school diploma or equivalent required; associate or bachelor’s degree preferred
• 2–5+ years of experience in wealth management, financial services, or a related client service environment preferred
• Previous Client Service Associate experience strongly preferred
• FINRA licenses (Series 7, 63, or 65) strongly preferred
 

Skills & Competencies
• Strong organizational skills and attention to detail
• Ability to prioritize effectively and manage multiple responsibilities simultaneously
• Strong written and verbal communication skills
• Proficiency with Microsoft Office Suite
• Experience using Salesforce or similar CRM systems preferred
• Familiarity with Fidelity platforms and custodial processes preferred
• Professional, proactive, and service-oriented mindset
• Ability to work independently while contributing positively to a team environment

Work Environment & Physical Requirements

This position primarily operates in a professional office environment. The role requires prolonged periods of sitting and working at a computer, including use of a keyboard, mouse, and phone or video conferencing tools.

The employee may occasionally be required to stand, walk, bend, reach, and lift or move items up to 15 pounds. Fine motor skills sufficient to operate office equipment and technology are required. Visual acuity sufficient to read screens and written documents is necessary.

The work environment is generally quiet to moderate in noise level and may involve collaboration in shared office or virtual settings.

Vance Wealth Standards & Additional Information

At Vance Wealth, we are committed to professionalism, collaboration, and continuous growth. Team members are expected to contribute positively to our culture and uphold our core values in all interactions.

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications required. Responsibilities may evolve based on business needs.

Vance Wealth is an equal opportunity employer and complies with all applicable federal and California employment laws.