Client Services Specialist or Associate

Sage Mountain Advisors is an independent, fee-only investment advisory firm serving high-net-worth individuals, families, and institutions. We deliver highly customized investment management and strategic advice, grounded in fiduciary responsibility and disciplined thinking.

Our approach is deliberately boutique and relationship-driven. We work closely with clients to understand their full financial picture — integrating public and private investments, tax and estate considerations, and long-term planning — with the goal of delivering thoughtful, disciplined outcomes over time.

At Sage Mountain, we value intellectual curiosity, sound judgment, and collaboration. We believe great results come from rigorous thinking, aligned approach, and a commitment to doing what is right for clients.

Client Service Specialist

Job Summary: Provides essential administrative and communicative support to Advisors and the Client Service team, contributing to efficient client relationship management and ensuring a smooth flow of information. This role requires a client-first approach, strong organizational skills, and a willingness to learn the intricacies of advisor support.

Key Responsibilities:

• Manage incoming client inquiries (phone, email) and triage them to the appropriate Advisor or internal department.
• Process basic money and securities-related transactions (e.g., deposits, withdrawals, transfers) accurately, following proper policies and procedures, within established timelines.
• Assist Advisors and Portfolio Managers with scheduling client meetings, confirming appointments, and sending reminders.
• Prepare and organize materials for client meetings and client on-boarding (e.g., pulling reports, updating presentation slides, gathering relevant documents).
• Maintain accurate client records in the CRM, ensuring data integrity for effective relationship management.
• Draft routine client communications (e.g., confirmation emails, follow-up messages after Advisor review).
• Assist with routine service requests, special projects, or research as directed by Advisors or Client Service leadership.
• Support the Client Services team with various administrative tasks as needed.

Qualifications:

• Associates or Bachelor's degree preferred or several years of experience in a similar role. Preferred fields include Business Administration, Communications, Marketing, Finance, Economics, Psychology, Sociology, or a related field.
• Demonstrated drive, initiative, and a strong work ethic.
• A client-first approach and a genuine passion for serving clients and supporting positive relationships.
• Curiosity and a willingness to learn and adapt in a dynamic environment.
• Excellent interpersonal and communication skills, with the ability to connect with diverse personalities and build rapport.
• Strong organizational and time management skills, with attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Slack.
• Familiarity with CRM software (e.g., Practifi, Redtail, Salesforce) and scheduling tools is a plus.

Client Service Associate

Job Summary: Serves as a dedicated support partner for one or more Advisors, managing day-to-day client communications, preparing for client meetings, and coordinating follow-up actions to ensure a seamless and proactive client experience. This role is crucial in facilitating the Advisor's ability to focus on high-level planning and relationship building.

Key Responsibilities:

• Manage ongoing client communication channels (phone, email), acting as a responsive point of contact and escalating complex issues to the Advisor or relevant departments.
• Coordinate all aspects of client meeting preparation, including agenda development, data gathering (from Client Service, Operations, Portfolio Management, Advisors), report generation, and presentation assembly
• May attend client calls/meetings with the Advisor, documenting discussions, capturing meeting notes, and outlining follow-up tasks.
• Track and execute client follow-up actions resulting from meetings, coordinating with Operations, Onboarding, and other teams as needed.
• Assist Advisors with the implementation of planning recommendations, coordinating necessary paperwork and processes (e.g., setting up new accounts, maintenance requests, transfers, and alternative investment requests).
• Maintain accurate and detailed client profiles in the CRM, ensuring a holistic view of each relationship.
• Support Advisors in delivering proactive client communication.
• Provide administrative support to the assigned Advisors and Senior Client Services Leadership.

Qualifications:

• Bachelor's degree required. Preferred fields include Business Administration, Communications, Finance, Economics, Psychology, or a related field.
• 1-3 years of experience in client service or advisor support roles within the financial services industry.
• Excellent interpersonal and communication skills, with the ability to build rapport and communicate complex information clearly and empathetically.
• Strong organizational and time management skills, with the ability to manage multiple priorities and maintain attention to detail.
• A client-first mindset and a commitment to delivering exceptional support to both Advisors and clients.
• Curiosity and a desire to continuously learn about financial planning concepts, investment strategies, and client needs.
• Proficiency in CRM software (e.g., Practifi, Redtail, Salesforce), Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Slack.
• Experience with Fidelity and Wealthscape is a plus.