Client Service Associate

Position:

Client Service Associate

Job Type:

Full-time

Location:

In Office/In-Person

Pay (Typical Range):

$45,000.00 - $70,000.00 per year

Company Description:

Carbon Wealth Management (CWM) is a Registered Investment Advisory (RIA) that engages with Clients through: financial planning services; portfolio management for individuals and/or small businesses; pensions consulting services; and educational seminars and workshops. Our goal is to provide financial advice to our Clients that creates a high-quality customized financial roadmap that aligns with the clients ultimate objective.

Position Description:

Our Client Service Associate opening is an opportunity to work in a professional setting, at an intimate, yet, growing work environment. CWM's primary internal goal is to provide our Clients with an unparallelled service experience.  The Client Service Associate will report to CWM Executives, Senior and Associate Financial Advisors, and directly support all others within our office, with the help of any provided additional support staff, likely an Executive Assistant. This role will provide support to Financial Advisors, be responsible for administrative duties, and assist in all areas of client operations including opening accounts and account maintenance. In this regard, professionalism, organization, timely delivery of work assignments, and confidentiality are critical.

Responsibilities are administrative and project management based. The Client Service Associate must be detail oriented and have the flexibility and ability to prioritize various projects and take initiative on tasks. Regular and ongoing Client interaction and managing CWM's Client relationships will be of utmost importance. Responding to Client emails, internal and external administrative support, document preparation, maintaining records and note taking, and Client and cross-departmental communication. Tantamount to this role is confidentiality. Candidates must exercise extreme discretion and be comfortable handling highly sensitive materials.

Duties include:

Client service:

Return Client calls, take and relay messages, order gifts for Client milestones, and represent CWM Executives as appropriate.

Maintain various aspects of client accounts including opening new accounts, processing and submitting documents, and initiation and filing of Client Advisory Agreement.  

Handles alerts and action items from platforms.

Master custodial, portfolio management, and customer relationship management (CRM) software and platforms.

Provide Client operational support, including entering trades and executing money movement.

Maintains information in the contact management system.

Assists with formulation of policies and procedures regarding opening accounts, maintenance of client files, monthly preparation of information for Client billing and other operational functions performed on a regular basis.

Client Coordination & Scheduling: Coordinate internal calls and meetings between CWM Executives, Senior and Associate Financial Advisors and CWM Clients; serve as a primary point of contact and administrative assistant; support  needs for Client interactions and activities. Coordinate professionally across different firm employees with ease.

Meeting management & support: Serve as a point of contact for onsite Client visits or other CWM initiatives at our Carbon Wealth Management office. Coordinate Client travel and meal logistics; reserve and prepare meeting spaces and materials or deliveries; handle technical and IT needs; take meeting minutes and circulate to appropriate parties.

Supports Financial Advisor by preparing correspondence and commentary, Client proposals, presentations, and spreadsheets.

Assists with Client presentations, including preparing, assembling and proofreading various documents for Client books, PowerPoint and Excel documents for presentations, and marketing material and various forms.

Data management & file storage: Develop proficiency in Carbon Wealth Managements CRM. Complete regular updates to client contact information, pull reports, and complete basic tasks. Champion CRM adoption throughout CWM by identifying best practices and improving data integrity. Maintenance of data input for marketing initiatives including KPI's. Assists with data entry maintaining Client hard copy and electronic files.

Document preparation & circulation: Prepare, circulate and store meeting materials (agendas, reports, slide decks) and follow-ups, including meeting minutes for CWM Executives.

Event support: Offer event support for local Client and CWM engagements as appropriate. This may include printing, shipping, compiling materials, staffing and set up.

Schedules Client meetings, maintains Financial Advisor’s calendar, books conference rooms, and orders lunches, drinks or snacks.

Assists with seminars through preparation and maintenance of invitee and attendee list, preparation and mailing of invitations and maintenance of responses, and vendor relations concerning orders and logistics.

Administrative Support:

Performs various clerical duties including copying, printing, assembling and binding of material for special projects as needed. Performs various administrative functions: answering and directing incoming telephone calls, opening, dating and sorting of incoming mail, preparation of outgoing US mail, courier or delivery service packages, ordering of supplies, and equipment maintenance.

Service Team support: Assist with planning/scheduling team offsites and quarterly meetings, team milestones and celebrations, onboarding new hires, managing inventory, and general administrative needs.

File storage and operational infrastructure: Help manage CWM file storage and structure. Make recommendations for improvements and serve as the onsite point of contact with third party vendors.

Requirements:

Successful candidates must demonstrate the following:

3+ years of experience as an Client Service Associate or similar position
Understand importance of being Client orientated
Highly organized with strong attention to detail
Proficiency using Microsoft Office Suite, including: Outlook; Word; Excel; and PowerPoint;
Proficiency in CRM products
Willingness to learn other industry-specific technology/custodial systems, as required.
Strong organizational and time management skills, especially with competing priorities; respond to multiple inquiries and project requests
Strong verbal & written communication skills and professional phone manner; quick response time is essential
Ability to meet strict deadlines and adapt to shifting priorities
Internally driven, self-starter with good judgment and comfort working in uncertainty
Familiarity with financial services industry
Equivalent of a Bachelor’s degree or 4-years of college preferred.

Current SIE, Series 7, and Series 66 licenses preferred, but not required.

Confidentiality and discretion a must
 

Benefits:

Health Insurance
Potential Sign-On Bonus
Retirement plan 401(k)
Paid Time Off
FSA/HSA benefits plans
 

EQUAL EMPLOYMENT OPPORTUNITY Carbon Wealth Management is committed to providing equal employment opportunities and ensuring that all employment-related decisions are made without regard to race, color, sex, age, national origin, religion, physical or mental disability (unrelated to the ability to perform job duties) veteran status, or any other protected status under applicable law.