Client Service Associate

COMPANY DESCRIPTION

Biltmore Family Office, LLC is an independent SEC-registered wealth advisory firm serving investment-oriented, multi-generational families. Founded by a family and designed to support other families, the firm operates as a collaborative family office focused on long-term partnerships. Its mission is to connect the intellectual capital of the families it serves with leading investment, wealth planning, and family office advice. The culture emphasizes collaboration, professionalism, and trust among family clients, partners, and team members. Team members are encouraged to contribute ideas and participate in creating tailored solutions for each client family.

In Office: Charlotte, NC

We are seeking a highly organized, service-oriented Client Service Associate to support our Wealth Advisors and client families through exceptional execution, communication, and operational support. This role is ideal for someone who thrives in a high touch client service environment, enjoys managing details, and takes pride in delivering seamless client experience.

Since its inception, BFO has been committed to delivering boutique family office services tailored to the complex needs of multi-generational wealth. Our mission is to provide thoughtful guidance, sophisticated solutions, and an exceptional client experience that empowers families to confidently pursue their long-term financial objectives.

RESPONSIBILITIES

Serve as a point of contact for client service requests, ensuring timely execution and professional communication

Support Relationship Managers with client meeting preparation, follow up, and ongoing relationship management

Coordinate account openings, transfers and maintenance requests with custodians and clients

Prepare and process investment and operational paperwork, ensuring accuracy and completeness

Coordinate client cash movements and alternative investment activities, including subscription processing, capital call funding, and distributions

Maintain accurate client records and documentation

Assist with onboarding new clients

Manage the tracking and distribution of K-1s and other client tax documents

Assist with monthly and/or quarterly reporting deliverables

Support billing, document management, and administrative processes as needed

Proactively identify service opportunities, process improvements, and potential operational risks

QUALIFICATIONS

Bachelor's degree required, preferably in Business, Finance, Economics, or a related field

2+ years of experience in a family office, RIA, wealth management firm, private bank, or similar financial services environment

Absolute ability to maintain strict confidentiality of highly sensitive client information

Strong attention to detail and organizational skills

Outstanding client service and communication skills

Ability to manage multiple priorities while meeting deadlines

Strong problem-solving skills and a proactive approach to client needs

Highly self-motivated and able to work effectively in a collaborative environment

Understanding of investment accounts, wealth management terminology, and client service best practices

Experience with custodial platforms such as Schwab Advisor Center or Fidelity Wealthscape preferred

Experience with Salesforce, WealthHub, or similar CRM and workflow management systems preferred

Experience with Addepar or a similar portfolio accounting and reporting platform preferred

Experience with the Subscribe platform for alternative investment document management and workflow coordination preferred

Strong proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook