Client Service Associate
Reports to: SVP of Custodial Operations
Status: Exempt
Hybrid
We are seeking a dedicated and proactive Client Service Associate to join our Client Service Operations Department and our esteemed wealth management team. The ideal candidate will play a vital role in ensuring exceptional client experiences by providing high-quality service and support.
Duties:
Core Operational Support
- Provide back-office investment operations support to advisors and clients through Salesforce tasking and custodian execution, including:
- New account openings
- Money movement requests
- Account transfers (ACATs and non-ACATs)
- Address changes and account updates
- Client distributions and RMDs
- Contributions and deposits
- General account service requests
- Assist in the onboarding of accounts as part of advisor and client Transitions to ensure a smooth, accurate, and timely onboarding experience.
- Document, track, and complete all assigned tasks with accuracy and attention to detail.
- Ensure all activities adhere to regulatory and firm compliance standards.
Custodian & Internal Coordination
- Work closely with custodial partners such as Fidelity, Pershing, Schwab, and Raymond James.
- Coordinate with internal teams to ensure timely and seamless processing across departments.
- Research and resolve account-related issues by collaborating with custodians, carriers, and internal stakeholders.
Brokerage & Direct-Held Support
- Deliver comprehensive servicing for complex advisory and brokerage (commission-based) relationships.
- Support the administration and ongoing maintenance of brokerage accounts, ensuring compliance with FINRA and custodian regulations.
- Assist advisors with brokerage-specific forms, disclosures, and documentation, ensuring accuracy and timely submission.
- Maintain strong knowledge of direct-held business, including carrier requirements, processes, and documentation.
Complex Case Management & Escalations
- Apply critical thinking and problem-solving skills to resolve complex client inquiries and service issues.
- Manage client and custodian escalations, providing timely and satisfactory resolutions that enhance the client experience.
- Oversee complex account openings, ensuring full compliance with regulatory requirements and firm policies.
Process Improvement & Documentation
- Help document, update, and maintain departmental processes and procedures.
- Identify opportunities to improve efficiency and streamline workflows.
- Demonstrate advanced proficiency in brokerage and investment operations to support ongoing refinement of best practices.
Minimum Education:
Skills and Experience:
- 3+ years recent financial services industry experience required
- Self-starter and motivated to learn
- Familiar and competent in the Windows suite of programs, along with Adobe Acrobat
- Embraces working on a team
- Strong communication with clients both verbally and written
- Familiarity with Salesforce preferred
- Experience servicing and opening accounts on a custodial platform required
- Industry licensing (not required)
- Skilled in multi-tasking, follow-up, and managing priorities effectively
- Strong analytical, problem solving, and organizational skills
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Apollon Wealth Management