What are the responsibilities and job description for the Client Service Specialist position at Matter Family Office?
Company Description
Matter Family Office is a multi-family office dedicated to helping families thrive for generations. Founded in 1990 and privately held, Matter provides family operations, wealth planning, investment management, family learning, and project management services to clients nationwide from offices in St. Louis, Denver, and Dallas. Our collaborative culture blends accountability and trust with optimism and fun.
Job Description
The Client Service Specialist handles the operational and administrative work that keeps Matter's client service team and the broader firm running smoothly. The work ranges from data entry and document management to more independent audit responsibilities, along with collaborative entity management, and the role is expected to grow over time. You'll keep client records, documents, and access permissions accurate and organized for Matter families and our teams.
Responsibilities
- Enter initial client profiles in the CRM, manage updates, and maintain team assignments
- Perform periodic CRM data audits and pull reports as requested
- Grant client access in the document management system and organize documents into the correct folder structure
- Create and maintain folder templates for consistent client build-out
- Perform periodic access audits to confirm third-party permissions are current and appropriate
- Manage entity filing deadlines and renewals, coordinating with team members as needed
- Retain, organize, and file documents, and train new team members on the document management system
- Serve as one of the firm's remote notaries
- Manage check deposits
- Assist client service team members with organizing and processing documents for electronic execution
Qualifications
- 2–4 years of administrative or financial services experience
- Experience with CRM systems and cloud document platforms
- Strong attention to detail and comfort with data entry, audits, and recurring deadlines
- Strong organizational skills and a self-starter who can manage multiple requests at once
- Discretion with sensitive and confidential client information
- Clear, professional written and verbal communication
- Notary commission, or willingness to obtain one
- Bachelor's degree preferred
Benefits
Matter offers medical and dental plans with HSA/FSA options, employer-paid disability and life insurance, a 401(k) with employer match, and 10 paid holidays plus competitive vacation and sick leave. We also support continuing education, career growth, and community involvement.
Equal Opportunity
Matter Family Office is an equal opportunity employer and considers all qualified applicants without regard to any characteristic protected by law. We are unable to sponsor work visas.
Salary : $65,000 - $75,000