Client Relations Specialist

2 weeks ago

Provo, Utah, United States Hudson Oaks Wealth Management Full time
Job DescriptionPosition Title: Client Relations Specialist
Department: Operations
Classification: Full-Time (40 hours per week); Nonexempt
Job Overview: As the Client Relations Specialist, you will cultivate and sustain client connections through the onboarding of new accounts and the servicing of existing relationships. Collaborating closely with senior investment professionals, you will engage in daily case management and client communications, always prioritizing the client's best interests. This role is designed to support the advisory and operations teams with workflow, pipeline, and project management.
Company Overview: Hudson Oaks Wealth Management is a financial advisory firm committed to providing superior investment solutions while emphasizing an outstanding client experience. We take pride in our dedication to excellence, integrity, and the utmost level of client satisfaction. As the firm's Client Relations Specialist, you will be a vital part of a dynamic team focused on achieving excellence in client experience, expanding the firm, and enhancing our expertise. We offer competitive compensation, opportunities for professional growth, and a supportive work environment that fosters your development. We embrace a non-corporate culture, allowing flexibility in our offerings and solutions while empowering you to take full ownership of your role. We are dedicated to going above and beyond for our clients and team.
Essential Job Functions: Exceptional attention to detail. Capable of managing multiple tasks efficiently and in an organized manner. Strong written and verbal communication skills. Ability to learn and adapt swiftly. Demonstrating initiative with innovative ideas and solutions.
Primary Responsibilities:
  • Organizational Excellence: Maintain precise and current records of new account onboarding documents, client interactions, and portfolio performance. Ensure your files and inbox are orderly and maintained. Guarantee the timely and accurate filing of all pertinent documents.
  • Detail-Oriented Approach: Review and prepare onboarding and account maintenance documents, information-gathering worksheets, and other necessary forms with meticulous attention to detail, identifying potential risks and opportunities that affect the client's experience. Conduct thorough research and analysis to assist our planners in making informed investment decisions that align with our clients' financial objectives.
  • Proactive Contribution: Anticipate the needs of the investment team and take the initiative to streamline processes, enhance workflows, and improve efficiency—all focused on delivering a seamless and exceptional experience for our clients.
  • Decisive Decision-Making: Collaborate with investment professionals to assess client needs and present well-researched recommendations that align with their goals and desired outcomes. Participate in discussions, offering valuable insights that contribute to informed and client-centered decisions.
  • Client Engagement: Interact with clients in a professional, attentive, and empathetic manner. Address their inquiries promptly, provide timely updates on cases, and actively listen to their needs to build enduring relationships based on trust and exceptional service.
  • Marketing Opportunities: Create engaging content for our websites, client correspondence, and social media platforms. Collaborate with team members to develop materials that foster introductions and support existing client relationships.
Qualifications:
  • Outstanding organizational skills with the ability to manage multiple tasks and deadlines effectively.
  • Proven ability to maintain a high level of detail orientation across various tasks.
  • Demonstrate a proactive and solution-oriented mindset, consistently seeking ways to enhance the client experience.
  • Strong analytical and decision-making skills, consistently aligning with clients' best interests.
  • Excellent written and verbal communication skills, clearly conveying complex concepts to clients.
  • Professionalism, integrity, and a commitment to maintaining client confidentiality.
  • Relevant certifications, degrees, or experience are advantageous.
Core Competencies:
  • Proficiency in Microsoft Office - Outlook, Word, Excel, PowerPoint
  • Familiarity with Adobe software
  • Clear Communication Skills
  • Natural Organizational Skills
  • Exceptional Attention to Detail
  • Ability to Self-Manage (Training and support will be provided, but independence is expected as you learn your role.)
  • Ability to learn, understand, and apply process-based thinking.
  • Embodying Our Core Values: Integrity, Reliability, Respect
  • Confidently Owning Your Role

Day-to-Day: As a general example, a day as the Client Relations Specialist could involve a combination of the following: Responding to client emails, texts, and phone calls. Managing the advisor's calendar, scheduling client appointments, events, and lunches, confirming appointments, and sending birthday communications. Reviewing alerts from ongoing cases and responding as necessary to ensure progress. Completing new account onboarding for investment accounts, insurance policies, annuities, alternative investments, and other types of new business. Following up with clients on required items, reminding them to sign paperwork, or providing case updates. Servicing existing accounts and lines of business—such as transferring funds to bank accounts, updating addresses, modifying beneficiaries, or sending details like account balances and statements to clients. Shopping for client and COI gifts, wrapping and delivering gifts, and maintaining records of gifting. Sending hand-written cards to new prospects and clients. Working on firm-related projects—such as updating internal forms, creating new email templates, or recording new training videos.Compensation & Benefits:Compensation (based on experience)
  • $22-25 Hourly rate, depending on experience.

Benefits (eligible after a probationary period):
  • 401(k) with Employer Match
  • Group Life and Disability Insurance
  • Monthly Health Stipend
  • Weekly Team Lunch
  • Office-hosted mini-events throughout the month
  • Quarterly team activities (recent activities: pottery lesson, base jumping simulator, and golf)
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required for the successful execution of this role. Duties, responsibilities, and activities may change, or new ones may be assigned, at any time with or without notice. Hudson Oaks Wealth Management is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

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