Client Service Associate

Job Description

Job Description

Position Overview

The Client Service Associate supports Gatewood Wealth Solutions’ client service and operations functions by executing high-volume, detail-sensitive service requests with accuracy, timeliness, and professionalism. This role is responsible for preparing and processing account paperwork, coordinating custodial requests, monitoring follow-through, and ensuring that clients experience a smooth, organized, and high-touch service process.

The role is designed for someone who has strong client service instincts, comfort handling confidential financial information, and enough exposure to banking or financial account concepts to learn quickly. The ideal candidate may come from a bank teller, personal banker, retail banking, financial services support, or similar client-facing operations background where they have learned the basics of account ownership, registrations, documentation, and transaction accuracy without being overly experienced or set in another firm’s way of doing things.

Primary Responsibilities

Account Opening and Onboarding

• Prepare and process new account paperwork for individual, joint, trust, retirement, beneficiary, and other registrations.
• Review client information for completeness and confirm titling, beneficiaries, funding, and required documentation with the team.
• Track new accounts from preparation through signature, approval, funding, and confirmation.

Money Movement

• Prepare and submit journals, ACH, checks, wires, distributions, and contributions.
• Verify transaction details before submitting them, and escalate requests that need further review or advisor confirmation.
• Follow risk controls closely, especially for retirement accounts, third-party instructions, and manual exceptions.

Account Maintenance

• Process beneficiary, title, address, contact, and trusted contact updates.
• Confirm required forms, signatures, and custodial requirements, and keep records accurate across systems.
• Spot follow-up tasks that updates create, such as changes to household records, portal access, or billing.

Death Claims and Beneficiary Processing

• Prepare and track death claim, beneficiary claim, and inherited account paperwork.
• Confirm required documentation and escalate delays or issues quickly.
• Handle sensitive family situations with care and discretion.

ACATS and Asset Transfers

• Prepare and submit ACATS and other incoming transfer paperwork.
• Review statements from the delivering firm to confirm registration, ownership, and transfer considerations.
• Track transfers through completion, including rejections, residuals, and delays.

Administrative Support

• Cover the front desk and phones as needed.
• Process client check deposits.
• Handle ad hoc reporting and data management in the CRM and other platforms.

Service Expectations

• Communicate professionally and clearly with clients and team members.
• Protect confidential client information.
• Own each request from start to finish, balancing speed with accuracy.

Requirements

About You

You're service-minded, coachable, organized, and detail-oriented. You may have worked as a bank teller, personal banker, client service representative, operations assistant, or in a similar role that involved account types, client documentation, and transaction processing. You don't need wealth management experience. We'll train you on our workflows, systems, and standards.

Required Qualifications

• Experience in client service, banking, financial services, or administrative operations.
• Familiarity with account registrations, beneficiary designations, or financial documentation (preferred).
• Strong attention to detail, with the ability to review paperwork for completeness and accuracy.
• Professional written and verbal communication skills.
• Ability to manage multiple requests, deadlines, and follow-ups at once.
• Comfort handling confidential information and following documented procedures.
• Willingness to learn custodial platforms, CRM, e-signature tools, and Microsoft 365.

What Success Looks Like

• Accuracy: You double-check names, account numbers, forms, and transaction details before submitting.
• Ownership: You follow each request through to completion and flag delays or issues early.
• Service: You bring patience, warmth, and professionalism to every interaction.
• Coachability: You learn quickly, ask good questions, and apply feedback.
• Judgment: You know when to pause, verify, and escalate instead of pushing incomplete work forward.

Benefits

Gatewood offers a competitive salary with both individual and team-based incentive compensation, as well as a competitive benefits package. Gatewood pays 100% of a team member’s health insurance, life insurance, short and long-term disability insurance, and offers a partially funded HSA option. Additional benefits include a company match 401(k) plan, education reimbursement, voluntary dental, and vision insurances. Gatewood offers 10 weeks paid maternity, paternity leave for the primary caregiver, and 3 weeks for the secondary, tenure based Paid Time Off, and part-time remote work opportunities.