Part-Time Client Service & Operations Associate

Job Description

Job Description

An established private financial planning practice in Bellingham, Washington, is seeking a dependable, detail-oriented Client Service & Operations Associate to help deliver an organized, responsive experience for clients and keep the office running smoothly. This is a central role in a small practice, working closely with the advisor and supporting approximately 135 client relationships through a structured meeting and service calendar.

The ideal candidate enjoys combining client service with hands-on administrative and operational work. Responsibilities will span front-office support, mail handling, scheduling, meeting preparation and follow-up, client records, new-account and application processing, and permitted transaction support. The practice has established templates and workflows and is continuing to strengthen its use of technology, automation, and AI-assisted tools.

This role requires a consistent, reliable schedule and regular physical presence in the Bellingham office. The practice can offer flexibility in how the weekly schedule is arranged, provided the agreed schedule remains predictable and supports client and business needs. Limited hybrid flexibility may be considered after onboarding, but this is not a fully remote position.

· Serve as a welcoming, professional point of contact for clients by phone, email, and in the office

· Manage incoming and outgoing mail, correspondence, document routing, scanning, and other essential office activities

· Coordinate client scheduling, calendar details, confirmations, and routine follow-up

· Prepare for client meetings by assembling materials, updating records, identifying missing information, and organizing advisor follow-up items

· Document meeting notes and next steps accurately in the client relationship management system using established templates and workflows

· Process new-account paperwork, client applications, insurance and annuity documentation, and other service requests accurately and promptly

· Support basic money movements and account transactions within the scope permitted for an unlicensed team member and established supervisory procedures

· Maintain complete, accurate, and confidential electronic client files and follow all practice, privacy, and regulatory procedures

· Monitor open tasks and service requests, communicate status updates, and help ensure commitments are completed on time

· Learn and use practice technology effectively, including client-management, document, meeting, workflow, and AI-assisted tools

· Partner with the current team member during a planned transition to learn client history, workflows, and day-to-day practice operations

· Identify practical opportunities to improve efficiency, consistency, and the overall client experience

Requirements

· Two or more years of administrative, client-service, operations, banking, insurance, or financial-services experience preferred; strong recent graduates and candidates with relevant internships will also be considered

· College coursework or a degree in finance, accounting, economics, business, or a related field is helpful but not required

· Exceptional accuracy, organization, follow-through, and the ability to maintain focus while managing multiple priorities

· Warm, polished written and verbal communication skills and a genuine commitment to client service

· Reliability and the ability to work a consistent schedule of approximately 30 hours per week, primarily in the Bellingham office

· Sound judgment, discretion, and comfort working with confidential personal and financial information

· Ability to work independently, take ownership of tasks, ask thoughtful questions, and collaborate closely in a small-team environment

· Proficiency with Microsoft 365 and confidence learning client relationship management, document-management, workflow, and other financial-services systems

· Comfort using technology and an interest in improving work through thoughtful use of automation and AI-supported tools

· Previous experience with new accounts, applications, money movement, insurance or annuity paperwork, or financial-services operations is a plus

· Financial-services licensing is not required. Interest in pursuing licensing or growing into an expanded client-service role is welcomed but not expected

· Authorization to work in the United States without current or future employer sponsorship

Benefits

· Competitive hourly compensation of $24.00-$30.00, based on experience and qualifications

· Approximately 30 hours per week with a consistent schedule and flexibility in how the agreed weekly hours are arranged

· Paid time off and vacation benefits in accordance with the practice's written policy

· Paid holidays in accordance with the practice's holiday schedule

· Paid sick leave accrued in accordance with Washington law

· Structured training and transition support from an experienced team member

· Hands-on exposure to financial-planning practice operations, client service, and modern workflow technology

· Opportunity for long-term growth, including potential support for future financial-services licensing if aligned with the employee's goals and practice needs

This part-time position does not currently include employer-sponsored health insurance.