Client Services Associate

Job description

We are seeking additional talent who are highly motivated and culture-focused to support expected team needs and continued growth. A client service specialist role would serve multiple functions at our thriving wealth management firm where there would be contributions to day‑to‑day internal operations, client‑facing responsibilities, and assisting the financial advisory team in delivering exceptional client service and supporting the overall operations of our firm. This position would be in-person based in the Charleston, WV area with the schedule on eastern standard time schedule ~8:30 AM to 4:30 PM daily, Monday through Friday.

About The Role | Client Service Specialist

Our talented Client Service Specialist (CSS) team members work within a collaborative department that is focused on one mission, a Premium Client Experience. Each team member is cross trained in the varying CSS roles to ensure a seamless client experience. This role also ensures the workplace runs smoothly by overseeing daily office operations, supporting team coordination, and maintaining a professional, organized environment. It combines operational oversight, administrative support, and facility management to keep the office functioning efficiently and to enhance the overall employee experience.

Initial placement within a primary focus area will depend on the needs of the team during the hiring process. Cross training opportunities include but are not limited to:

• Scheduling
• Pre-meeting preparation
• Meeting follow up
• CRM for data entry & paperwork /account processing
• New client onboarding
• General Office Management of our brand new Weirton office.

As part of a centralized team, our Client Service Specialists reduce complexity, streamline communication, and boost productivity for both clients and team members. Team members are expected to adapt to changing needs, handle diverse responsibilities, and contribute to the success of the firm by delivering exceptional service across multiple fronts.

Client Service Specialist Responsibilities to support Advisory Team:

• Maintain a strong focus on delivering exceptional client service and ensure that our clients remain our top priority.
• Assisting the financial advisory team by supporting the team in completing both pre-meeting and scheduling tasks.
• Garnish necessary information & reports to complete the anticipated tasks before a client meeting.
• Communicate with advisors and team members to ensure completion of prep and scheduling tasks.
• Understand the scheduling and prep process and language used on client agendas.
• Manage the process for assigned scheduling and meeting prep tasks from start to finish.
• Ready pre-meeting client agendas and slide decks.
• Complete reports as needed.
• Work with clients to schedule/reschedule meetings and send meeting reminders.
• Manage and maintain calendars by scheduling appointments, meetings, and events while proactively resolving conflicts.
• Monitor schedule changes and update systems promptly to ensure accurate, real‑time information.
• Determine how to best assist the client with transactional ease.
• Other future client service duties as deemed applicable and as strengths are recognized.

Cross Training Role Responsibilities:

Scheduling, follow-up and meeting preparation:

• Assist in scheduling client meetings, coordinating appointments, and preparing meeting materials to ensure smooth and successful interactions between the advisors and clients.

Client onboarding:

• Support the onboarding process for new clients, ensuring all required documentation is gathered, accounts are set up, and clients are effectively introduced to our services and processes.

Contributing to overall project objectives

• Support the service delivery team with planning and completion of project assignments

Additional roles and projects as the company needs.

Client Service Specialist Responsibilities to support Operations:

• Oversee all incoming phone calls by answering, screening, and routing client inquiries to the appropriate team members with professionalism and efficiency.
• Serve as the primary front‑office contact, ensuring a welcoming and organized experience for clients and visitors.
• Manage daily office operations, including mail distribution, supply ordering, facility coordination, and general administrative support while maintaining a professional, efficient work environment.
• Maintain accurate call logs and communication records to ensure timely follow‑up and consistency across the team.
• Manage office supplies, inventory, equipment, and vendor relationships.
• Coordinate maintenance needs, repairs, and communication with building management.
• Manage office access, security protocols, visitor procedures, and meeting logistics.
• Plan, organize, and prepare in‑office meetings and team events.
• Support leadership with administrative tasks and internal communication.
• Assist with onboarding logistics and workspace setup for new hires.
• Maintain records, filing systems, and office procedures.

Required Qualifications:

• Complete all candidate questions as this posting prompted
• Strong attention to detail
• At least 1 year of previous experience in a client service or administrative role
• Strong organizational and time management skills
• Strong problem-solving and critical-thinking skills, especially when resolving scheduling conflicts or urgent client needs.
• Ability to manage competing priorities while maintaining accuracy and a calm, professional demeanor.
• Ability to follow structured workflows and comply with documented procedures
• Strong customer-service mindset, including patience, active listening, and the ability to de-escalate client concerns.
• Comfort managing simultaneous deadlines while balancing office operations with client-service responsibilities.
• Resourcefulness and independence, with the ability to work efficiently without constant supervision.
• Excellent communication and interpersonal skills
• Ability to thrive in a fast-paced and dynamic environment
• Eagerness to learn and adapt to new tasks and responsibilities
• Proficiency in Microsoft Office Suite

We pride ourselves on our company culture, which puts our team members first. Our company culture is second to none, promoting teamwork, transparency, and collaboration. We offer incredible opportunities for growth and development and our culture creates an engaged workforce in a well-supported (and exciting) team environment.

We provide a competitive salary, along with flexible scheduling options. In addition, we offer an excellent benefits package that includes, healthcare, retirement plans, and paid time off.

If you are looking for a rewarding career in a prestigious firm and are enthusiastic about delivering exceptional client service, we invite you to apply for this Client Service Specialist role!

Job Type: Full-time

Pay: $50,000 - $60,000

Benefits:

• 401(k)
• Flexible schedule
• Health insurance
• Unlimited PTO (after 90 days)

Schedule:

• 8-hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Charleston, WV (Required)