Client Service Specialist

Job Description

Job Description

Client Service Specialist

Iron Birch Advisors | New York City, NY | Fully Onsite

About Iron Birch Advisors

Iron Birch Advisors is a private wealth advisory practice of Ameriprise Financial Services, LLC. We serve individuals, families, and business owners through comprehensive financial planning and a highly personalized client experience.

Our New York City team is growing, and we are looking for an experienced Client Service Specialist who can provide high-level support to our advisors while helping deliver an exceptional experience for our clients.

This is an opportunity to become an integral part of a collaborative wealth management team. You will work closely with financial advisors, clients, prospects, and business partners and will have exposure to a broad range of financial planning, investment, insurance, and client-service activities.

The Opportunity

The Client Service Specialist will serve as a central point of coordination for a group of financial advisors and will play an important role in keeping the practice organized, responsive, and moving forward.

This is a hands-on position for someone who takes ownership, anticipates what needs to happen, and follows each request through completion. You will support the full client-service cycle—from preparing for client and prospect meetings and coordinating account and insurance workflows to maintaining CRM records, managing follow-up, supporting financial-planning activities, and helping advisors identify opportunities for clients.

The role is well suited for someone who enjoys variety, takes pride in getting the details right, and wants to develop a broad understanding of wealth management while becoming a trusted resource to both advisors and clients.

What You Will Do

Client Service & Advisor Support

• Provide responsive, polished service to clients and coordinate requests across a group of up to four or five advisors.
• Prepare advisors for client and prospect meetings by gathering information, reviewing fact finds and outside account statements, updating client information, organizing reports, and assembling presentations and slide decks.
• Review information gathered during initial client calls and help advisors prepare for subsequent conversations.
• Take detailed meeting notes, document follow-up items in the CRM, and ensure next steps are clearly communicated and completed.
• Prepare client follow-up communications, including recap emails, attachments, recommendations, and next steps.
• Schedule client and prospect meetings, send calendar invitations, coordinate participants, and schedule follow-up meetings.
• Monitor client contact and proactively reach out to clients who have not been contacted within the previous 90 days.
• Assist with rollover calls and other client communications as appropriate.
• Coordinate beneficiary meetings and other client meetings as needed.
• Provide thoughtful, personalized client touches, including coordinating birthday cards and other client appreciation activities.

Account, Investment, Insurance & Planning Support

• Open and maintain accounts and accurately process service requests, transfers, distributions, money movements, beneficiary changes, and other required forms.
• Follow up on pending cases and outstanding requirements to keep applications and service requests moving.
• Support life insurance, annuity, and financial-planning workflows by coordinating documentation and tracking outstanding requirements.
• Request VUL illustrations and coordinate in-force illustrations with carriers and other appropriate resources.
• Prepare term insurance quotes and assist advisors with insurance-related client needs.
• Update financial-planning information in MoneyGuide and assist with maintaining accurate client planning information.
• Review client accounts and outside holdings to identify items requiring advisor attention and potential planning opportunities.
• Review account information and representative codes to identify accounts with available cash and other opportunities for advisor review.
• Research structured-note opportunities and coordinate information for advisor and client consideration.
• Partner with Ameriprise and other internal or external resources to obtain information, resolve questions, and move client requests forward.

Workflow & Practice Operations

• Record clear notes, tasks, and next steps in the CRM and monitor deadlines to ensure every commitment receives timely follow-up.
• Manage advisor calendars, meeting logistics, client communications, and internal handoffs with strong judgment and attention to priority.
• Track delegated tasks and follow up with team members to ensure work is completed.
• Maintain organized systems for pending cases, follow-up items, client requests, and advisor priorities.
• Create and maintain repeatable checklists and workflows that improve consistency and efficiency.
• Identify opportunities to improve processes and make it easier for advisors and team members to deliver a high standard of service.
• Provide team coverage and assist with priority projects as the practice grows.
• Maintain strict confidentiality and complete all work in accordance with firm policies, regulatory requirements, and supervisory procedures.

Practice Growth & Advisor Development

• Support recruiting activities for new Specialist Financial Advisors (AFAs), including reviewing resumes, identifying recruiting sources, and coordinating career-fair participation.
• Assist with onboarding and training new team members by helping them locate appropriate annuity, insurance, structured-note, product, and practice resources.
• Help newer AFAs stay organized and consistent with client follow-up and workflow expectations.
• Track activity and performance metrics for newer AFAs, including call volume, answer rates, and conversion to clients.
• Review information from initial AFA client calls and assist with preparation for subsequent meetings.
• Help identify opportunities to improve client engagement, advisor productivity, follow-up, and overall practice efficiency.

What Will Make You Successful

• Exceptional follow-through
  You close loops, confirm completion, and do not allow important details to stall.
• Strong organization
  You can manage competing priorities for multiple advisors while maintaining a reliable system for deadlines, tasks, and follow-up.
• High attention to detail
  You understand that accuracy matters when working with client information, account paperwork, financial plans, presentations, and regulatory requirements.
• Proactive ownership
  You anticipate needs, identify what needs to happen next, raise concerns early, and move work forward without waiting for repeated reminders.
• Polished client presence
  You communicate with warmth, professionalism, discretion, and confidence and understand the importance of creating a consistently positive client experience.
• Problem-solving mindset
  You are comfortable researching an answer, identifying the appropriate resource, and taking the next step rather than simply passing an issue along.
• Composure and adaptability
  You remain organized, responsive, and solutions-oriented while managing a high volume of work and shifting priorities.
• Team mindset
  You communicate clearly, support shared priorities, and take pride in contributing to a high-performing team.
• Curiosity and willingness to learn
  You are interested in developing knowledge across financial planning, investments, insurance, and wealth management and becoming a trusted resource to advisors and clients.

Background Check

Employment with Iron Birch Advisors is contingent upon successful completion of a background check and any applicable regulatory, licensing, or registration requirements.

Equal Employment Opportunity

Iron Birch Advisors provides equal employment opportunities to all applicants and employees and prohibits discrimination and harassment on the basis of any characteristic protected by applicable federal, state, or local law.

Please do not contact the practice directly. Jambalaya Group is managing the recruitment process and will coordinate all candidate communication.

Requirements

• Qualifications
• Three or more years of client service, client associate, advisor support, or related experience in wealth management, brokerage, banking, insurance, or another financial-services environment preferred.
• Experience supporting multiple advisors or relationship managers and managing a substantial volume of client requests strongly preferred.
• Experience with financial planning, insurance, investment products, account servicing, or wealth-management operations is a plus.
• Ameriprise experience is a plus; experience with another broker-dealer, custodian, or wealth-management platform is also valuable.
• Strong working knowledge of CRM systems and Microsoft Outlook, Word, Excel, and PowerPoint, with the ability to learn financial-planning and reporting tools.
• Strong written and verbal communication skills and the ability to communicate professionally with clients, advisors, and business partners.
• Ability to handle confidential client information with discretion and professionalism.
• FINRA registrations are preferred but not required at hire. Willingness to obtain registrations may be required depending on assigned responsibilities.
• Bachelor's degree or equivalent combination of education and relevant experience preferred.
• Ability to work fully onsite in the New York City office.

Benefits

Compensation & Benefits

• $85,000–$110,000 base salary , with the opportunity for discretionary incentive compensation based on experience, qualifications, and registrations.

Benefits include:

• Medical, dental, and vision insurance
• Group life and disability insurance
• 401(k) plan with a 3% employer match
• Paid vacation and sick time
• Mass-transit benefits
• Training and professional-development support