Senior Client Services Administrator

Job Description

Job Description

Senior Client Services Administrator for Mustard Seed Financial

We are seeking an experienced Senior Client Services Administrator who catches what others miss and takes pride in error-free work. This person will serve as the operational backbone of our investment management and financial planning practice.

This is a hands-on, individual contributor role for a seasoned professional who takes pride in executing work with precision and consistency. The ideal candidate is a “doer” who thrives on owning their own workload, supporting clients directly, and ensuring that every document, every appointment, and every detail is handled correctly the first time.

We are specifically looking for a tenured professional who has chosen administrative excellence as their craft and prefers to focus on their own deliverables rather than supervising staff.

Key Responsibilities

Client Documentation & Paperwork

• Prepare, complete, and process client financial planning paperwork, including new account applications, transfer forms, beneficiary updates, and account maintenance requests

• Review documentation for accuracy and completeness before submission to clients, custodians, broker-dealers, or insurance carriers

• Track paperwork through to completion and follow up on outstanding items

• Maintain organized, audit-ready client files in compliance with firm and regulatory recordkeeping requirements

• Assist advisors in preparing client meeting materials, financial planning summaries, and review packages

Able to use AI (Claude.ai and others) 

Client Service & Communication

• Serve as the first point of contact for incoming calls, providing warm, professional, and knowledgeable service

• Respond promptly to client requests for account information, paperwork status, and general inquiries

• Triage client needs and escalate planning or investment questions to the appropriate advisor

• Communicate with custodians, insurance companies, and other third parties on behalf of clients

Scheduling & Office Operations

• Manage advisor calendars, schedule client review meetings, and coordinate appointment logistics

• Prepare and send meeting confirmations, reminders, and follow-up correspondence

• Maintain CRM records, ensuring client data, notes, and tasks are accurate and up to date

• Handle incoming and outgoing mail, deliveries, and general office administration

• Take on additional projects and tasks as assigned to support the smooth operation of the practice

Preferred Qualifications

• Minimum of 5 years of administrative experience, with at least 2–3 years in financial services, wealth management, insurance, or a related professional services environment

• Experience with a CRM Platform (e.g. Retail, Wealthbox, Salesforce, etc.

• Demonstrated experience completing financial account paperwork and working with custodial platforms (e.g., Schwab, Fidelity, Pershing, or similar)

• Strong working knowledge of basic financial planning terminology and account types (IRA, Roth, 401(k) rollovers, taxable accounts, beneficiary structures, etc.)

• Exceptional attention to detail, with a proven track record of producing accurate, error-free work

• Excellent written and verbal communication skills, including a professional and courteous phone manner

• Proficiency with Microsoft Office (Outlook, Word, Excel) and comfort learning new software (CRM systems, planning software, custodial portals)

• High level of discretion and the ability to handle confidential client information appropriately

• Notary public certification (or willingness to obtain one)

What Makes Someone Successful in This Role

• You have a sharp eye for accuracy and catch errors before they happen

• You follow through without needing reminders

• You take ownership of your work and your queue

• You enjoy being the person clients trust to “just handle it”

• You are content in a stable, individual contributor role and are not seeking a path into management

Compensation & Benefits

• Competitive salary commensurate with experience: $45,000 – $65,000 depending on experience

• Health benefits

• 401 K Retirement plan with employer contribution

• Paid time off and holidays

• Work flexibility as needed