Client Service Associate

Job Description

Job Description

Client Service Associate

Employment Type: Part-Time
Hours: Approximately 20–25 hours per week
Compensation: $22–$25 per hour, depending on experience
Growth Opportunity: Potential to transition to full-time as the firm grows and responsibilities expand

About the Firm

We are a growing, independent financial planning practice focused on providing highly personalized financial planning and investment management services to our clients.

As a solo financial planning practice, we place a tremendous amount of value on personal service, attention to detail, organization, responsiveness, and building long-term relationships with our clients.

We are looking for a Client Service Associate who will work closely with the firm's financial planner and help ensure that clients receive an exceptional experience from their first interaction with the firm through their ongoing relationship.

This is an excellent opportunity for someone who enjoys working with people, is highly organized, takes ownership of their responsibilities, and would like to grow with a small financial planning business.

Position Summary

The Client Service Associate will be responsible for supporting the day-to-day client service and administrative operations of the practice.

The successful candidate will become an important part of the firm's client experience and will help the advisor spend more time doing what he does best: serving clients and providing financial planning advice.

This position is intended to grow over time. As the associate becomes more familiar with the firm's clients, systems, processes, and technology, responsibilities and hours may increase, with the potential to transition into a full-time position.

Key Responsibilities

Client Service

• Serve as a friendly, professional, and responsive first point of contact for clients.
• Respond to routine client phone calls and emails.
• Schedule client meetings and maintain the firm's calendar.
• Prepare meeting materials and assist with follow-up after client meetings.
• Track outstanding client requests and ensure they are completed in a timely manner.
• Help clients with routine administrative questions and requests.
• Maintain a high level of professionalism and confidentiality when handling client information.
• Build positive, long-term relationships with clients.

New Client Onboarding

• Assist with onboarding new clients.
• Coordinate paperwork, account-opening documentation, and other administrative requirements.
• Help ensure new-client tasks are completed accurately and on schedule.
• Maintain organized client files and records.
• Coordinate with custodians, investment platforms, insurance companies, and other third-party providers when appropriate.
• Help create a smooth and professional experience for new clients.

Existing Client Support

• Assist clients with routine service requests.
• Help coordinate account transfers, beneficiary updates, address changes, distributions, and other administrative requests.
• Follow up with custodians and other financial institutions on outstanding items.
• Monitor requests until they are fully completed.
• Keep the advisor informed of issues requiring his attention.

Practice Administration

• Maintain accurate and organized digital client files.
• Assist with document management and recordkeeping.
• Maintain client contact information and other CRM data.
• Assist with workflow and task management.
• Help maintain office procedures and checklists.
• Assist with billing and routine administrative responsibilities.
• Coordinate with outside vendors and service providers as needed.
• Help keep the practice organized and running efficiently.

Technology & Systems

• Become proficient with the firm's CRM, financial planning software, custodian platforms, e-signature systems, scheduling software, and other technology.
• Assist with maintaining accurate information across the firm's systems.
• Identify opportunities to make repetitive administrative processes more efficient.
• Help implement new technology and processes as the practice grows.

Compliance Support

• Assist the advisor with administrative compliance responsibilities.
• Maintain organized compliance records and documentation.
• Help track deadlines and required paperwork.
• Follow established procedures for handling confidential client information.
• Maintain strict confidentiality regarding client financial and personal information.

This position does not provide investment, tax, legal, or financial planning advice unless separately licensed, qualified, and specifically authorized to do so.

What We Are Looking For

The ideal candidate is someone who is:

• Highly organized and detail-oriented.
• Dependable and accountable.
• Professional and personable.
• Comfortable communicating with clients by phone and email.
• Able to manage multiple priorities without becoming overwhelmed.
• A strong written and verbal communicator.
• Comfortable learning new technology.
• Discreet and trustworthy when handling confidential information.
• Proactive rather than waiting to be told what to do.
• Comfortable working independently in a small-business environment.
• Interested in developing a long-term career with a growing financial planning practice.

Preferred Qualifications

Prior experience in one or more of the following is preferred:

• Financial planning or wealth management
• Investment management
• Insurance
• Client service
• Office administration
• Professional services
• Customer relationship management

Experience with CRM systems, financial planning software, custodial platforms, Microsoft Office, and electronic document/signature systems is a plus.

A bachelor's degree is preferred but not required for the right candidate.

Financial-services experience is helpful, but attitude, organization, attention to detail, and willingness to learn are equally important.

What Success Looks Like

Within the first 6–12 months, the successful candidate should be able to:

• Handle routine client service requests with increasing independence.
• Keep client information and files accurate and organized.
• Manage the firm's calendar and routine scheduling.
• Track client requests and follow-ups without constant supervision.
• Complete routine administrative tasks accurately.
• Become proficient with the firm's technology and systems.
• Anticipate the advisor's administrative needs.
• Reduce the amount of routine administrative work handled personally by the advisor.
• Provide clients with a consistently professional and personal experience.

Opportunity for Growth

This position is designed for someone who wants to grow with the firm .

As the practice grows, there will be opportunities for increased hours, additional responsibility, and potentially a transition to a full-time position.

The long-term opportunity could include responsibility for:

• Managing the firm's client service process.
• Coordinating client onboarding.
• Managing ongoing client service workflows.
• Taking ownership of administrative operations.
• Coordinating with custodians and outside professionals.
• Managing the firm's CRM and technology systems.
• Assisting with compliance administration.
• Supporting business development and marketing activities.
• Ultimately becoming the firm's primary client-service and operations professional.

Compensation & Benefits

Starting Compensation: $22–$25 per hour, based on experience and qualifications.

Hours: Approximately 20–25 hours per week initially.

Growth: Opportunity to increase hours and transition to full-time employment as the firm's needs and the associate's responsibilities grow.

Additional benefits and compensation may be considered as the position develops and transitions toward full-time employment.

The Ideal Candidate

The right person for this position does not need to know everything about financial planning on day one.

We are looking for someone who is smart, organized, dependable, personable, curious, and willing to learn.

Most importantly, this person should genuinely enjoy helping people and take pride in doing things correctly.

If you are looking for an opportunity to become an important part of a growing financial planning practice—and potentially grow into a long-term career with the firm—we would like to hear from you.