Client Service Specialist

The Client Services Specialist plays a pivotal role in the day-to-day operations of Vantage Point Financial, ensuring that every client interaction reflects our commitment to going above and beyond in everything we do. As the operational backbone behind The Elevated Retirement Plan™, this role is central to delivering the clarity and confidence our clients deserve — from the moment they walk in the door to every touchpoint that follows. This position demands someone who leads with ownership, communicates with precision, and genuinely cares about the people we serve. Key Responsibilities New Business Management Process new business applications accurately and efficiently, utilizing both in-person and digital platforms to ensure seamless onboarding for every new client. Liaise with advisors, clients, and financial institutions to address any issues and ensure timely processing of applications from submission through completion. Manage client check deposits and maintain compliance logs in accordance with applicable regulatory and firm requirements. Follow up diligently on pending new business and asset transfers, providing each client with proactive, weekly status updates so they always know where things stand. Assist advisors with pre-appointment preparation and account/policy delivery preparation, ensuring every meeting reflects the standards of The Elevated Retirement Plan™. Database & Relationship Management Create and maintain client files both electronically and in hard copy, ensuring accuracy, proper organization, and easy accessibility across the team. Record and maintain comprehensive notes from all client and prospect interactions within the firm’s CRM system, keeping data current and organized at all times. Ensure accurate data entry and oversee the organization of sensitive files, logs, and compliance documentation with meticulous attention to detail. Manage relationships with insurance carriers and financial institutions to ensure all firm and business information changes — including address updates, contact details, and licensing changes — are accurately communicated and processed in a timely manner. Client Service Serve as a consistent, warm, and professional point of contact for client service requests, verifying documents and preparing necessary paperwork before processing. Track and follow up on the progress of new account openings and asset transfers, coordinating with custodians and third parties to ensure timely. Maintain consistent communication with clients, providing weekly updates on account and application status — because our clients deserve to feel informed and cared for, not left wondering. Assist with account maintenance requests including beneficiary designations, distribution requests, and other administrative tasks that support an exceptional client experience. Reporting Produce and distribute weekly and monthly reports using the CRM database and Excel. Prepare and review pending business reports for weekly team meetings, ensuring the advisory team has the data they need to make informed decisions. Provide monthly closed business updates to support commission accounting and give leadership accurate visibility into operational performance. Identify and flag trends or patterns in pending business, transfers, or client service issues to support continuous improvement across operations. Required Qualifications Bachelor’s degree in a related field Previous experience in a client service or operations role, preferably within financial services Outstanding verbal and written communication skills, with the ability to build trust and rapport with clients and business partners Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and CRM systems Meticulous attention to detail and adherence to procedures, with a proactive approach to problem-solving Ability to prioritize effectively in a fast-paced environment and manage multiple tasks simultaneously Confidence, perseverance, and a genuine commitment to delivering excellence in every interaction Preferred Qualifications Experience in a financial planning, wealth management, or insurance practice Familiarity with CRM platforms such as Redtail, Salesforce, or similar tools Experience using Excel for business reporting and analytics Knowledge of account administration processes including new account openings, asset transfers, and compliance documentation Experience in paraplanning, with the ability to assist advisors in preparing financial plans, gathering and organizing client data About Vantage Point Financial At Vantage Point Financial, we are known for leading and empowering our clients to achieve beyond what they thought possible in retirement — because they deserve it. Through The Elevated Retirement Plan™, we deliver Clarity and Confidence to amazing people nearing retirement across Michigan, Illinois, Missouri, and beyond, helping them worry less and live more. Our team operates across three offices with a shared belief that always doing what’s best for our team and our clients is the foundation of everything we build. Our culture is built on Growth, Teamwork, Ownership, Community Impact, Client Obsession, and Leadership. We protect our culture fiercely, invest in our team personally and professionally, and strive to be the kind of firm where people are proud to do their best work — every single day. If you’re a self-starter who takes ownership without ego and genuinely loves serving others, you’ll find your people here. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the role. #J-18808-Ljbffr