Client Service Associate

The first step in our interview process is a mandatory, one-way video interview that you can complete on your phone or computer. You’ll be asked to answer 3 questions.

We don't expect a "perfect" video. We just want the best candidates to be seen and heard, so their resume does NOT get lost in the shuffle. 

If we decide to move forward with you, we’ll reach out within 5 business days after receiving your video submission to share the next steps.

To get started, please use the link below to complete your video interview:

https://hire.li/rtvekCKyUOvDPMaIcV4FQ 

About Us 

California Capital Management is a SEC-registered RIA based in Burbank, CA, managing over $400 million in assets for approximately 400 client households. We deliver high-touch, personalized financial planning and investment management, and we hold our team to the same standard we hold ourselves. 

We are a small, tight-knit team where everyone's work is visible and everyone's contribution matters. We are not looking to fill a seat, we are looking for someone who will grow into a cornerstone of our service department.  

The Role 

This is a fast-paced, high-ownership client service role where you’ll work closely with our Head of Client Service as a key operational partner to the advisory team. You’ll manage your own workflow, communicate proactively, and maintain a high standard of accuracy across both client-facing work and day-to-day operational responsibilities, all while delivering the white-glove service that defines our client experience.  

You will also be required to obtain your Notary Public license within your first 90 days. 

What You'll Do 

You will play a critical role in delivering a high-touch, white glove client experience by ensuring every request is handled with accuracy, urgency, and follow-through. 

Client Communication 

• Serve as a primary point of contact for client service requests via phone and email 
• Draft and send clear, accurate client communications independently, exercising judgment on when to escalate and when to resolve 
• Schedule and confirm client appointments, proactively follow up on outstanding items, and ensure every request is fully completed 

Account and Custodial Operations 

• Open, maintain, and close accounts across custodial and broker-dealer platforms (Schwab, PKS, etc.) 
• Process ACH requests, transfers, ACATs, distributions, and RMDs with precision and timeliness 
• Complete, submit, and track all custodial and broker-dealer forms from initiation to resolution 
• Deposit checks with strict adherence to accuracy, documentation, and internal controls 
• Manage incoming mail and faxes, ensuring all items are tracked, routed, and processed to completion 

CRM and Data Integrity 

• Maintain Tamarac CRM (Microsoft Dynamics 365) with accurate, real-time client records and task documentation 
• Organize and store client files in SharePoint and digital vault systems, ensuring consistent structure and accessibility 
• Document all client interactions, advisor notes, and service activity with sufficient detail to ensure seamless continuity across the team 

Advisory and Operations Support 

• Support advisors in preparing client review materials including statements, gain/loss reports, and account snapshots 
• Coordinate with the portfolio management team on distributions, model changes, and trade support  
• Assist with internal projects, reporting, and audits as directed 
• Assist with notarization of client documents as needed (Notary Public license required within 90 days) 
• Support the smooth day-to-day operation of the office as part of a collaborative, all-hands team  
• Welcome visitors, manage incoming and outgoing mail and documents, and ensure timely, effective team communication 

What You Bring 

• Direct experience at an RIA, broker-dealer, wire house, or independent financial planning firm is strongly preferred. Candidates with general financial services backgrounds are welcome to apply but should be aware that our work is highly specific to custodial and advisory operations. 
• Hands-on experience with custodial or broker-dealer platforms (e.g., Schwab Advisor Center, Fidelity), including independently processing account paperwork and service requests end-to-end 
• Working knowledge of investment accounts, IRA rules, contribution limits, and associated tax forms (1099’s, 1099-R, Form 5498, RMDs) 
• Experience with Tamarac CRM (Microsoft Dynamics 365) or a comparable platform preferred 
• Strong attention to detail and personal commitment to accuracy across all responsibilities 
• Strong written communication skills, with the ability to explain complex topics clearly and concisely 
• Ability to prioritize independently and remain proactive in both high-volume and slower periods 

Who Thrives Here 

The people who succeed at Cal Cap take ownership of their work. They are highly organized, manage responsibilities without constant oversight, and take initiative to research and problem-solve before escalating issues. They communicate proactively, keep others informed, and follow through until every task is fully resolved. They take pride in delivering a true white-glove client experience, approaching every interaction with care, responsiveness, and attention to detail – no matter how routine the request may seem. 

As a small, collaborative firm, we value team players who are willing to be hands-on and step in where needed to support the broader operation, from client-facing responsibilities to day-to-day office support. We hold high standards for accuracy and service, and each person’s work directly impacts the team and client experience. 

What We Offer 

• We offer competitive compensation, based on experience and qualifications.
• 401(k) with employer match: 100% of the first 3%, 50% of the next 2% 
• Health insurance: 75% premium coverage (up to $300/month) or opt-out pay 
• 15 days PTO plus the full week between Christmas and New Year's 
• 3 half-day Fridays in the summer (June through August) 
• Strong history of profit-sharing and defined benefit contributions averaging $6,000 per year per employee 
• A team that works hard and supports one another, periodic team breakfasts, lunches, dinners, and events are part of the culture here