Job description

Client Services Administrator

• Overview:

Family Wealth Advisory Group, a growing wealth management firm, is seeking a Client Services Administrator to help us in our mission to continually assist our clients in identifying, utilizing and transfering their family’s traditions, wealth and values amoung current and future generations.

Reports To:

The Client Services Administrator reports to the Director of Operations.

Description:

The Client Services Administrator plays a key role in the functioning of the firm and is for an experienced operational support person who is responsible for all aspects of client services including, but not limited to: client data management, account paperwork, client reporting, contact with clients to provide or obtain updated information, and troubleshoot issues.

The responsibilities of this position will partially overlap with those of the firm’s Financial Advisors, Financial Planning
Associate and Director of Operations.

Responsibilities:

• Manage new client onboarding:
• Ensure prospect and new client data is fully entered into our CRM system
• Collect required documents which are reviewed and approved, prior to opening retirement accounts
• Ensure that the prospect/new client has received all required documents before signing a firm agreement
• Ensure that all new accounts have populated all systems correctly
• Ensure the client has been added to the client roster spreadsheet, meeting calendar and FWAG’s 2-yr onboarding schedule
• Manage and participate in client meeting preparation:
• Proper selection of the meeting agenda based on the client service model
• Review past meeting notes, tasks and emails to help prepare the advisor for the meeting
• Ensure that necessary support documents are updated and available in advance of the meeting
• Evaluate the Client Center for outdated values and update them when needed
• Client Center folder maintenance with an enphasis on the Shared and To Do folders
• Evaluate the client’s custodial accounts to ensure no data is missing or needs to be updated (AMA levels, beneficiaries, address, email, and phone information matches our CRM)
• Exceeding the client and client family expectations:
• Welcome prospects, clients and client families when they arrive at the office for meetings
• Process tasks pre and post meetings in accordance with company policies and procedures
• Promptly return emails and phone calls
• Client problem solving with Client Center and custodial access
• Maintain detailed data files in the Client Center and firm vaults
• Communicate with various custodians:
• To effectively and expeditiously process all new account paperwork, account maintenance, transfer of asset forms, standing payment instructions, etc.
• To process deposits and withdrawals at the client request in line with firm compliance policies
• Manage and address custodial alerts

• Problem solving
• Participate in a friendly work environment:
• Answer phones
• Attend staff meetings on and off site
• Participate in annual compliance meetings
• Participate in group activities or team building events
• Support other staff members with projects, audits, research, and client requests, etc.
• Maintain detailed electonic data files in the firms electronic storage vault

Qualifications:

• Bachelor’s degree in related field
• 3 – 5 years of experience in the industry -or-
• 1 - 2 years of experience in the industry with an advanced degree or education

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Paid time off

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

Education:

• Bachelor's (Required)

Experience:

• Customer service in Financial Industry: 2 years (Required)

Work Location: Hybrid remote in Cincinnati, OH 45249

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