The Client Service Administrator is responsible for the coordination and overall management of client account documentation and maintenance of a financial advisor's client base. The position collaborates with the advisor team to prepare client reports and maintains contact with clients to provide or obtain updated information. The Client Service Administrator schedules client meetings with preferred staff and troubleshoots problems while maintaining a positive and client-centric approach.
Client Service Administrator Essential Functions: 60%
Provide first line of client contact and serve as a liaison between advisors and clients
Assist clients with inquiries/requests or re-direct, as appropriate
Prepare brokerage account paperwork for opening new accounts and/or annuities, terminated accounts and/or account transfers:
o Assemble materials for participant enrollment and education
o Facilitate completion of all client applications and transfer documents
Oversee the asset transfer process: establish rapport with custodial contacts to ensure timely and accurate completion of requests
o Update, and maintain beneficiary forms
o Receive and prepare on-demand distributions from accounts for advisor to approve
o Electronic Funds Transfer (EFT) establishment or termination
o Address and other demographic information changes
o Gifting of assets to donor advised fund, charities, or other broker/dealers
Order and prepare pickups for check or paperwork submission
Process incoming checks and screen incoming account paperwork for accuracy
Maintain client database for monitoring deposit, transfer, and new accounts
Enter notes in CRM database daily, based on advisor-client interactions. Input advisor, and appropriate non-advisor, dictation. Work to ensure data integrity in all databases
Coordinate with custodians to resolve outstanding service issues including undeliverable mail, mismatched Social Security numbers, missing paperwork, insufficient account authorizations, and misrouted issuer communications
Utilize all available resources to determine the most efficient and accurate methods to accomplish client service requests
Assemble materials for client review meetings
Prepare and proof-read reports; check documentation and electronic data for errors
Initiate client correspondence
Assemble and package materials for client mailings
Support Advisor Essential Functions: 40%
Assist in the gathering and organizing of client data necessary to develop a financial plan
Review client data and files for completeness
Utilize various financial analysis programs to produce requested results sought by the financial planner and/or advisor. Perform review of output for completeness and accuracy
Conduct special and routine investment/portfolio or planning research projects, as requested by advisors and technical specialists
Provide support to advisors on research for tasks, clients, and other areas as required
Provide client relationship assistance
Enter notes in CRM database, based on client interaction
Work to ensure data integrity in all databases
Compose and generate correspondence and client documents, including spreadsheets and reports
Knowledge, Skills, Education and Experience:
Proficiency in Word, Excel, PowerPoint, Outlook, CRM software
Excellent verbal and written communication skills
Ability to work independently and establish priorities
Ability to handle multiple requests simultaneously and respond quickly
Highly organized, with absolute attention to detail
Excellent problem solving abilities
Excellent research abilities
Excellent follow-through and communication to team members regarding status of open items
Ability to recommend procedures and reporting to improve the effectiveness of the team
Client-first attitude
Team player, collaborative, able to work with and through others
High School Diploma required. Associate degree or bachelor’s Degree desired in business administration or related field
Minimum of 1-3 years proven success in an administrative support function in an investment or financial services environment