Client Associate

Location: La Jolla, CA 92037 Reports to: Account Manager Type: Full-time / In-office Role summary A Client Associate is a hands‑on, detail‑oriented teammate who helps keep our clients’ financial operations running smoothly. You’ll support bill pay and account maintenance, keep documents and data organized, and respond to client and advisor requests with clear, professional communication. This is a production role with real deadlines—accuracy matters—but it’s also a service role. Clients should feel taken care of. We’re also building the team of the future. That means this role is expected to be comfortable with technology and willing to learn and use automation and AI agents to reduce manual work, increase accuracy, and speed up turnaround times. What success looks like Clients and advisors get timely, clear responses—and feel supported. Payments, reconciliations, and supporting documentation are accurate and on time. Client records (vendors, notes, documents, approvals) are kept clean and current. You follow standardized workflows so the work is consistent and auditable. You help us automate: you use tools and agents, spot repeatable tasks, and suggest better ways to do the work. Core responsibilities Client service and communication Handle day‑to‑day requests from clients, advisors, and internal teammates via email and phone. Set clear expectations on timing, next steps, and what you need from others to move work forward. Escalate issues early when something looks unusual, urgent, or out of policy. Bill pay support (part of the job—not the whole job) Review invoices and supporting documents for completeness and payment eligibility. Enter and/or review bills for payment, following client‑specific rules and approval workflows. Prioritize urgent items (wires, overnight checks, time‑sensitive vendor payments) and communicate status. Maintain vendor records and ensure payment details are accurate (addresses, banking instructions, delivery method). Support 1099 tracking and year‑end vendor organization as needed. Reconciliations and recordkeeping Assist with bank and credit card reconciliations and follow up on missing items or unclear transactions. Keep client documentation organized (invoices, approvals, confirmations, statements) in the correct folders. Maintain confidentiality and follow security procedures at all times. Quality, controls, and teamwork Follow documented workflows so work is consistent, reviewable, and scalable. Double‑check your own work and participate in peer review when assigned. Track your workload and deadlines; communicate early if capacity is tight. Contribute to team goals and help others hit critical deadlines when needed. Automation and AI agents (team of the future) We’re actively moving routine work from manual steps to automation. Client Associates are expected to work alongside AI agents and workflow tools—helping set them up, testing them, and using them day‑to‑day. Use and improve agent‑driven workflows for tasks like invoice intake, document classification, data extraction, reconciliation support, and status updates. Help train and refine agents by providing clear examples, correcting edge cases, and documenting what “good” looks like. Identify repetitive work that should be automated and propose simple rules or workflows to remove manual steps. Comfortably learn new tools (workflow automation, ticketing, knowledge bases, AI copilots) and follow our change process. Skills and experience 1+ year experience in accounts payable, bookkeeping, or financial data entry (or equivalent operational role). Experience with bank and credit card reconciliations. Working knowledge of QuickBooks Online; Bill.com experience is a plus. Strong attention to detail, organization, and follow‑through—especially under deadlines. Comfortable communicating with clients and professionals (clear writing, professional tone). Technically comfortable: you can learn new software quickly and you’re interested in automation/AI tools. Proficiency in Excel, Word, and Outlook (or Google equivalents). Working style we value Reliable: you do what you say you’ll do, and you flag problems early. Practical and calm under pressure: you can juggle priorities without drama. Curious: you ask questions, learn fast, and look for better ways to work. Accountable: you own outcomes and care about doing things the right way. Compensation and equal opportunity Compensation Range: $28–$34 per hour, plus a monthly incentive plan. Plumb is an equal opportunity employer. #J-18808-Ljbffr Tag Management Inc