Office Coordinator / Client Service Associate- Wealth Management

Job Description

Position Overview

The Office Coordinator / Client Service Associate provides administrative, operational, and client service support within a professional wealth management environment. This role serves as a key point of contact for clients while supporting financial advisors through efficient office coordination, account administration, and proactive service.

Key Responsibilities

· Answer and manage incoming calls professionally and courteously.

· Serve as a trusted point of contact for clients, maintaining strong, long-term relationships

· Manage client communications, follow-ups, and service requests with professionalism and efficiency

· Coordinate advisor schedules, client appointments, and meeting logistics.

· Welcome clients and visitors and maintain a polished office environment.

· Prepare reports, presentations, correspondence, and marketing materials.

· Assist with client meeting follow-up by entering detailed meeting notes and updates into the firm’s CRM and internal systems.

· Process client transactions including account openings, transfers, and beneficiary updates.

· Assist with onboarding new clients and providing online account access support.

· Maintain accurate client records and document all interactions in the CRM system.

· Support advisors with meeting preparation and presentation materials.

· Collaborate with team members to improve workflows and operational procedures.

· Be an active participant and promoter of a positive, fun, team focused, client-centered, community minded firm culture.

Qualifications & Skills

· Bachelor’s degree preferred, several years of work experience in a similar role can substitute.

· 2+ years of client service or administrative experience preferred, a degree in finance, accounting, legal services, economics, or certified financial planner or paraplanner education can substitute.

· Strong communication and interpersonal skills.

· Professional demeanor and commitment to concierge client service for high net worth families.

· Proficiency in Microsoft Office Suite and expertise in Excel, PowerPoint, Word, and Outlook.

· Strong organization and attention to detail.

· Positive attitude required and growth mindset preferred.

· Significant career and growth potential for the right team member.