Client Service Specialist/Receptionist

Job Summary

This position plays a critical role in delivering an exceptional client experience within a fast-paced, client-focused wealth management environment. This position provides comprehensive operational, administrative, and client service support under the CEO’s book of business.

As a key liaison between clients, advisors, custodians, and internal partners, this role ensures seamless execution of client requests, maintains data integrity, and supports the overall client relationships and in-office environments.

This role is essential to maintaining trust, efficiency, and excellence in serving high-net-worth clients.

Key Responsibilities: Client Service & Relationship Support

• Serve as a primary point of contact for clients, both on the phone, through email and in person
• Respond to client inquiries and resolve service requests in a timely and professional manner
• Assist clients with account-related questions (non-investment), including balances, positions, and transactions
• Facilitate client onboarding, including account setup, transfers and documentation
• Educate and assist clients with digital tools and platforms (e.g., e-signature, online portals)
• Maintain ongoing communication with clients to ensure satisfaction and retention

Account Management & Operations

• Prepare and process paperwork for new accounts, transfers, maintenance, withdrawals, RMDs, etc.
• Execute and monitor money movement transactions to ensure accuracy and timeliness
• Maintain and update client records across CRM systems (Redtail) and custodial platforms
• Ensure all client documentation adheres to compliance and regulatory requirements
• Liaise with custodians, vendors, and internal operations teams to resolve account issues
• Assist in managing the insurance application process, ensuring completeness and accuracy
• Coordinate underwriting requirements, including medical exams and documentation
• Track and follow up on pending business to ensure timely processing

Administrative & Office Support

• Answer and route inbound calls; initiate outbound calls
• Provide a professional, welcoming office environment for clients and visitors
• Manage calendars for primary Financial Advisor
• Maintain organized filing systems (digital and physical) and ensure data accuracy
• Handle general office responsibilities including correspondence, scanning, copying, mail distribution and simple upkeep

Qualifications: Education & Experience

• High School Diploma or equivalent required
• Bachelor’s degree or military experience preferred
• 2+ years of administrative or client service experience
• Experience in a wealth management, financial advisory, or corporate environment preferred

Skills & Competencies

• Exceptional client service and interpersonal skills with a professional presence
• Strong organizational skills with keen attention to detail
• Ability to prioritize, multi-task, and meet deadlines in a fast-paced environment
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel); CRM experience preferred
• Problem-solving mindset with the ability to work independently and collaboratively
• High level of integrity, discretion, and commitment to confidentiality
• Self-motivated, goal-oriented, and adaptable to change

Work Environment

• Collaborative, team-oriented wealth management office
• Client-facing role requiring professionalism and responsiveness

Pay: $22.00 - $26.00 per hour

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Work Location: In person