Client Service Associate - Financial Planning Firm

Job Description: Client Service Associate – Financial Planning Practice

Position Title: Client Service Associate
Department: Financial Planning / Wealth Management
Reports To: Financial Advisor / Practice Manager
Employment Type: Full-Time

Position Summary

The Client Service Associate plays a key role in supporting financial advisors and delivering an exceptional client experience. This position is responsible for day-to-day client service, administrative and operational support, account maintenance, and coordination of financial planning activities. The ideal candidate is highly organized, detail-oriented, proactive, and committed to building strong, long-term client relationships while maintaining the highest standards of professionalism, confidentiality, and service.

Key Responsibilities - Client Relationship Management

• Serve as a primary point of contact for routine client inquiries and service requests.
• Build and maintain positive, professional relationships with clients and their families.
• Respond to client communications promptly and ensure requests are handled accurately and efficiently.
• Coordinate client meetings, prepare agendas, and assist with meeting follow-up and action items.
• Provide a welcoming, personalized, and high-quality client experience.

Financial Planning and Advisor Support

• Assist financial advisor(s) with the preparation and organization of client review meetings.
• Gather, update, and maintain client financial information, including assets, liabilities, income, expenses, and account details.
• Support the preparation of financial plans, reports, presentations, and client correspondence.
• Track outstanding client action items and follow up to ensure timely completion.
• Coordinate with outside professionals, including accountants, attorneys, and other financial institutions, as appropriate.

Account Administration and Operations

• Assist with opening new accounts, processing transfers, and completing account maintenance requests.
• Prepare and process paperwork for contributions, distributions, beneficiary updates, and other account transactions.
• Maintain accurate client records and documentation within the firm's CRM and financial planning systems.
• Monitor pending transactions and resolve administrative issues in coordination with custodians and other service providers.
• Maintain organized electronic files and ensure client information is current and complete.

Compliance and Confidentiality

• Follow firm policies, regulatory requirements, and established procedures.
• Maintain the confidentiality and security of sensitive client financial and personal information.
• Ensure client documentation is accurate, complete, and properly retained.
• Escalate complex client requests, unusual transactions, or potential compliance concerns to the appropriate team member.
• Support the firm's commitment to ethical conduct and professional service standards.

Team and Practice Support

• Assist with scheduling, calendar management, meeting preparation, and general office administration.
• Collaborate with financial advisor(s), operations personnel, and other team members to support efficient practice management.
• Identify opportunities to improve workflows, client communications, and service delivery.
• Contribute to a positive, collaborative, and client-focused team environment.

Qualifications and Experience

• Associate's or bachelor's degree in business, finance, financial planning, or a related field preferred.
• Two or more years of experience in client service, financial services, wealth management, or administrative support preferred.
• Experience working with financial accounts, investment custodians, CRM systems, or financial planning software is an asset.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities, meet deadlines, and work effectively in a team environment.
• High degree of professionalism, discretion, and commitment to client confidentiality.
• Proficiency in Microsoft Office, particularly Word and Excel.
• MUST be coachable.

Preferred Skills and Credentials

• Familiarity with financial planning and wealth management processes.
• Experience with account-opening procedures, money movement, and client account maintenance.
• Knowledge of CRM platforms and financial planning software.
• Industry licenses or credentials, where applicable, are an asset.
• Willingness to pursue relevant professional development opportunities.

Key Competencies

• Client-focused service and relationship building
• Accuracy and attention to detail
• Initiative and problem-solving
• Time management and prioritization
• Clear and professional communication
• Teamwork and collaboration
• Confidentiality and sound judgment
• Adaptability and continuous improvement

Measures of Success

Success in this role will be demonstrated through timely and accurate completion of client requests, strong client satisfaction, well-maintained records, effective advisor support, reliable follow-through, and consistent adherence to firm policies and procedures.

Overall Objective

To provide dependable, proactive, and personalized client service while enabling financial advisor(s) to focus on financial planning, relationship development, and helping clients achieve their financial goals.

Pay: $20.00 - $30.00 per hour

Expected hours: 25.0 per week

Benefits:

• Paid time off
• Professional development assistance

Work Location: In person

Salary : $20 - $30