Client Service Specialist

Position Overview

The Client Service Specialist (CSS) plays a critical role in delivering a seamless and exceptional client experience across Arcadia Financial’s book of business. Reporting to the Head of Client Services, this position is responsible for managing new business processing, coordinating documentation, and ensuring that every client’s transition into the firm is efficient, accurate, and handled with care.

The CSS partners closely with advisors, clients, and third-party custodians to ensure that all business is executed in compliance with firm standards. This role exists to streamline client onboarding, maintain operational organization, and uphold the firm’s reputation for precision and professionalism. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced, team-centered environment.

Key Responsibilities

Client Experience & Service Delivery

• Serve as a primary point of contact for new clients during the onboarding process, ensuring all documentation and signatures are completed accurately and promptly.
• Prepare and process new business applications and account forms, coordinating with advisors to ensure readiness before client meetings.
• Communicate professionally and courteously with clients, advisors, and third-party partners—including clearing firms, insurance companies, and custodians.
• Maintain visibility into each client’s onboarding status, proactively following up to resolve outstanding items or missing documentation.
• Support advisors in client meetings, as needed, including those scheduled outside normal business hours.
  
  

Operational Execution

• Manage workflow through internal systems such as CRM, Firelight, DocuSign, Fidelity Wealthscape, and insurance carrier portals.
• Track and reconcile all submitted business to ensure accuracy and timely completion.
• Adhere to internal compliance standards and maintain meticulous records of all business transactions.
• Provide administrative support and guidance to new administrative staff on client onboarding procedures.
  
  

Cross-Department Collaboration

• Partner with the Client Services and Operations teams to maintain consistent processes and communication across departments.
• Participate in weekly service and planning meetings to review progress and identify opportunities for efficiency.
• Coordinate with advisors and support staff to ensure licensing, registration, and training requirements are up to date.
  
  

Qualifications

• Bachelor’s degree required; Associate degree may be considered with equivalent experience.
• Minimum of five years of experience in client onboarding or service coordination.
• At least one year of experience within the financial services industry preferred.
• Proficient in Microsoft Office Suite and CRM platforms; experience with Fidelity Wealthscape and DocuSign strongly preferred.
• Life and Health license required. Preferred to have series certifications (series 6, 65, 7 etc) additional licenses considered
• Strong written and verbal communication skills with a high level of professionalism.
• High level of critical thinking skills
• Excellent organizational skills and ability to manage multiple priorities with attention to detail.
• Must be able to travel occasionally between Arcadia’s Andover, MA and Manchester, NH offices.
  
  

Success Looks Like

• Clients experience a smooth, timely, and professional onboarding process.
• Applications and documentation are accurate, compliant, and submitted on time.
• Communication with clients, advisors, and partners is proactive and polished.
• Workflows remain organized, trackable, and transparent across the service team.
  
  

The role is available for full time employment in either our Manchester NH headquarters or in our Andover MA office.