Client Service Associate

Job Description:

About Us

Our client is an SEC-registered RIA based in Burbank, CA, managing over $400 million in assets for approximately 400 client households. We provide high-touch, personalized financial planning and investment management, and we hold our team to the same standards we hold ourselves. They are seeking a Client Service Associate to join their team.

We are a small, collaborative team where everyone's work is visible, and everyone's contribution matters. We promote from within - and we mean it. Several members of our leadership team started in client service roles at this firm. We are looking for someone who wants to build a long-term career in client service, and we invest in people as they grow.

The people who thrive here enjoy problem-solving, staying organized, supporting others, and being someone the team can consistently rely on. In a small firm environment, everyone contributes to the overall client experience, and team members are expected to step in where needed to help the team succeed.

This is a career client service role within an RIA - not an advisor-track position. Candidates whose primary goal is to become a financial advisor, portfolio manager, or investment analyst will not be a fit.

The Role

This is a fast-paced, high-ownership, full-time, in-office client service role where you will work closely with our Head of Client Service and advisory team to deliver an exceptional client experience.

You will manage your own workflow, communicate proactively, and maintain a high standard of accuracy across client-facing responsibilities while delivering the white-glove service that defines our firm.

This role is ideal for someone who takes pride in client service, organization, follow-through, and being a dependable contributor within a high-performing team.

Like any high-functioning advisory firm, responsibilities in this role evolve over time based on trust, capability, initiative, and team needs.

You will also be required to obtain your California Notary Public license within your first 90 days.

What You'll Do

You will play a critical role in delivering a high-touch, white glove client experience by ensuring every request is handled with accuracy, urgency, and follow-through.
Client Communication

• Serve as a primary point of contact for client service requests via phone and email
• Draft and send clear, accurate client communications independently, exercising judgment on when to escalate and when to resolve
• Schedule and confirm client appointments, proactively follow up on outstanding items, and ensure every request is fully completed

Account and Custodial Operations

• Open, maintain, and close accounts across custodial and broker-dealer platforms (Schwab, PKS, etc.)
• Process ACH requests, transfers, ACATs, distributions, and RMDs with precision and timeliness
• Complete, submit, and track all custodial and broker-dealer forms from initiation to resolution
• Process client check deposits with strict adherence to accuracy, documentation, and internal controls
• Support the completion and notarization of client documents as needed

CRM and Data Integrity

• Maintain Tamarac CRM (Microsoft Dynamics 365) with accurate, real-time client records and task documentation
• Organize and store client files in SharePoint and digital vault systems, ensuring consistent structure and accessibility
• Document client interactions, advisor notes, and service activity with sufficient detail to ensure seamless continuity across the team

Advisory and Operations Support

• Support advisors in preparing client review materials including statements, gain/loss reports, and account snapshots
• Coordinate with the portfolio management team on distributions, model changes, and trade support
• Contribute to internal projects, reporting, and firm-wide support efforts as needed

What You Bring
Preferred Experience

• Direct experience at an RIA, broker-dealer, wire house, or independent financial planning firm is strongly preferred.
• Hands-on experience with custodial or broker-dealer platforms (e.g., Schwab Advisor Center, Fidelity), including independently processing account paperwork and service requests end-to-end
• Working knowledge of investment accounts, IRA rules, contribution limits, and associated tax forms (1099's, 1099-R, Form 5498, RMDs)
• Experience with Tamarac CRM (Microsoft Dynamics 365) or a comparable platform preferred
• Experience handling sensitive financial documentation with a high level of accuracy, organization, and confidentiality

Skills & Attributes

• Strong attention to detail and personal commitment to accuracy across all responsibilities
• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with clients and team members
• Ability to prioritize independently and remain proactive in both high-volume and slower periods
• Strong organizational skills and follow-through and ability to manage multiple priorities effectively
• A client-first mindset with a commitment to delivering a responsive, high-touch service experience
• A high level of ownership, accountability, and reliability in day-to-day work
• A collaborative, team-first approach and willingness to contribute wherever needed in a fast-moving environment
• Comfort operating in a dynamic small-firm environment where responsibilities evolve over time based on business needs and individual growth opportunities

Who Thrives Here

The people who succeed at the firm take ownership of their work. They are organized, proactive, and capable of managing responsibilities with professionalism, sound judgment, and attention to detail.

They value the quality and accuracy of their work, communicate clearly, follow through consistently, and take pride in delivering a high-touch client experience. They are resourceful problem-solvers who look for solutions, stay organized under pressure, and understand the importance of accuracy in a client-focused environment.

This role is best suited for someone who views client service as a long-term profession rather than a stepping stone into advisory work.

As a small, collaborative firm, we value team members who are adaptable, dependable, and willing to contribute wherever needed to support both the client experience and the broader team. We hold high standards for responsiveness, accountability, and follow-through, and each person's work directly impacts our clients and one another.

What We Offer

• Compensation range: $85,000-$90,000 depending on experience and qualifications
• 401(k) with employer match: 100% of the first 3%, 50% of the next 2%
• Health insurance: 75% premium coverage (up to $300/month) or opt-out pay
• 15 days PTO plus the full week between Christmas and New Year's
• 3 half-day Fridays during the summer (June through August)
• Strong history of profit-sharing and defined benefit contributions averaging $6,000 per year per employee
• A team that works hard and supports one another, periodic team breakfasts, lunches, dinners, and events are part of the culture here