Client Service Associate

3 hours ago

Westlake Village, California, United States Palm Coast Wealth Management Full time

Job Overview

We are a boutique Southern California–based financial advisory firm known for delivering high-touch, relationship-driven service. We are looking for a highly organized and detail-oriented Client Service Associate / Administrative Assistant to join our growing team.

In this role, you will work closely with our team—often remotely—to ensure exceptional client experience by managing scheduling, preparing client materials, assisting with onboarding, and coordinating key service and operational workflows.

If you're someone who thrives in a flexible environment, communicates warmly and professionally, and takes pride in providing thoughtful, high-quality support, we would love to connect with you. This is an excellent opportunity to contribute to a firm that values people, long-term relationships, and the impact of personalized service.

Qualifications

· Bachelor's degree preferred; in area of Finance, Business, or a related field is preferred.

· Series 65 is preferred.

· 2+ years of experience in a client service or operations role within financial services or a related industry (e.g., insurance).

· Strong organizational skills, exceptional attention to detail, and consistent follow-through.

· Excellent interpersonal, written, and verbal communication skills with a professional and client-focused demeanor.

· Demonstrated integrity, professionalism, and discretion when handling sensitive or confidential information.

· Ability to thrive in a dynamic, fast-paced environment with a high level of independence and initiative.

Responsibilities

Operations & Administration

· Schedule client meetings.

  • Enter and update data within CRM platforms.
  • Prepare, submit, and track account paperwork, transfers, compliance forms, and onboarding documents.
  • Maintain organized digital files and ensure accurate document storage.
  • Coordinate with custodians (e.g., Schwab) for form processing and account updates.
  • Assist with client billing preparation across platforms.
  • Prepare client meetings by generating reports and gathering supporting documents.
  • Enter client data into financial planning tools.
  • Participate in regular check-ins with supervisor to review tasks, workflow, and priorities.
  • Assist with preparation, implementation, and task management for ongoing projects.

Client Service Support

· Manage new client onboarding communications.

  • Respond to client service inquiries (beneficiary updates, address changes, account maintenance needs).
  • Follow up with clients regarding outstanding paperwork, signatures, or required documents.
  • Facilitate money movement requests (checks, wires, transfers) with advisor/client approval.
  • Provide status updates to clients regarding service requests and processing timelines.
  • Assist with client communication campaigns, such as editing newsletters and maintaining the email list.

Core Tech Stack

Scheduling & Communication

  • Outlook
  • Zoom
  • Jump
  • Global Relay

CRM & Data Management

  • Wealthbox
  • Black Diamond
  • Excel

Custodian & Account Processing

  • Schwab

Document Management

  • Adobe Acrobat
  • DocuSign
  • SharePoint

Financial Planning & Analysis

  • MoneyGuide
  • Holistiplan

Reporting & Presentations

  • PowerPoint

Client Communication & Marketing

  • FloDesk
  • PagePort

Misc.

· Trust & Will

Job Types: Full-time, Contract

Pay: $48, $58,004.20 per year

Benefits:

  • Flexible schedule
  • Paid time off
  • Work from home

Work Location: Remote

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