What are the responsibilities and job description for the Client Service Specialist position at SIGIL Family Office?
CLIENT SERVICE SPECIALIST
You will excel as a Client Service Specialist (CSS) if you:
- Enjoy engaging directly with clients and supporting their financial and personal success.
- Value autonomy, empowerment, and the challenge of managing initiatives independently.
- Want to help build a high-potential, fast-growing firm from the ground up.
- Appreciate transparent professional development, regular communication, and collaborative goal-setting.
- Prefer partial in-office / partial remote work arrangements.
- Thrive in a collaborative, team-oriented environment.
This position may NOT be a fit if you:
- Prefer to stay behind the scenes with limited client interaction.
- Seek a traditional 9–5 role with predictable, repetitive tasks.
- Prefer to be directed step-by-step rather than operate with independence.
- Become overwhelmed in a dynamic, fast-paced environment.
- Struggle to work both independently and as part of a team.
Position Summary
Sigil Family Office is seeking an energetic, resourceful Client Service Specialist in Scottsdale, AZ, with partial in-office / partial remote flexibility.
The CSS plays a critical role in delivering exceptional client experience and supporting the firm’s mission of helping clients achieve their goals and aspirations. You will work closely with our advisory team to ensure seamless onboarding, outstanding service, and effective operational support.
This is an opportunity to contribute meaningfully to a boutique, fast-growing Registered Investment Advisor (RIA) that serves wealth creators and their families through a comprehensive, virtual family office platform.
As a Client Service Specialist, you will:
- Build meaningful relationships with clients and serve as a trusted point of contact.
- Collaborate with team members to support the firm’s comprehensive client process.
- Manage key aspects of the client experience—from onboarding to ongoing service requests and operational execution.
Core Responsibilities
- Serve as the primary contact for client onboarding, account setup, online tools, technology support, and meeting scheduling.
- Maintain internal databases and electronic files in accordance with firm policies and procedures.
- Manage projects and oversee junior team members assigned tasks.
- Continue professional development through internal training to deepen technical/operational expertise.
- Master every stage of the client service experience.
Detailed Responsibilities
- Serve as the voice of the firm by managing inbound client calls and inquiries, delivering a white-glove experience; handling calls with warmth, discretion, and follow-through.
- Educate clients on account features, services, and digital capabilities.
- Provide accurate, timely support by processing account paperwork and addressing inquiries.
- Set up new accounts, maintain client records, and generate required reports.
- Facilitate new client onboarding and assist with administrative components.
- Respond promptly and professionally to client requests and issues.
- Research and resolve operational problems, escalating to advisors when appropriate.
- Process ACH, wire, and check requests.
- Support the team with a variety of administrative tasks, including preparing confidential correspondence, maintaining client records, and maintaining SOPs.
- Process-improvement initiatives that enhance client experience and firm efficiency.
- Utilize WealthBox contact manager / CRM to document all client-related operational activities.
- Lead or support special projects such as COI development, software integrations, fee reconciliation, philanthropic initiatives, and other strategic efforts.
- Assist with firm marketing activities and coordination of client events.
Required Qualifications
- 1 years of experience in a Registered Investment Advisor (RIA) or independent financial services firm.
- Strong initiative and follow-through skills.
- Confidence and professionalism when interacting with ultra-high-net-worth clients.
- Highly motivated, results-driven, and able to manage multiple priorities under tight deadlines.
- Strong follow-through with a commitment to completing tasks accurately and on time.
- Exceptional organization and attention to detail.
- Ability to collaborate effectively with team members across in-person and virtual environments.
- Proficiency with Microsoft Office 365 (Outlook, Excel, Word, PowerPoint).
- Strong operational awareness and understanding of risk management and compliance.
- Experience with relevant tools and applications, such as
Helpful Technology Experience (Not Required)
- MS Office Suite
- Fidelity Wealthscape
- Box
- WealthBox CRM
- Black Diamond
- eMoney
- Wealth.com
- Schwab Advisor Center
Company Description
SIGIL Family Office supports entrepreneurs and successful families in simplifying the intersection of business, life, and legacy through a highly coordinated and personalized approach. Built around Strategic Consulting, Asset Management Consulting, and Virtual Family Office Coordination, SIGIL helps clients bring alignment to their financial lives while elevating their lifestyles. The firm collaborates with clients’ existing trusted professionals and, when needed, connects them with specialized virtual family office resources and experienced experts. SIGIL Family Office is particularly suited to business owners and families with complex balance sheets, closely held businesses, or significant real estate holdings.
More information is available at www.SIGILfamilyoffice.com.