Client Service Administrator

CrossMMG, LLC; Colombia; On-site; COP 24,000,000 - 36,000,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

Vision insurance

Job summary

CrossMMG, LLC in Colombia seeks a highly organized Client Service Administrator to support the daily operations of our wealth management firm. This role serves as a key point of contact for clients and provides administrative, operational, and client service support to our financial advisors.

The ideal candidate is proactive, professional, and capable of managing multiple priorities while maintaining accuracy and confidentiality.

Qualifications

• Experience in administrative support, client services, or financial services.
• Strong organizational skills with attention to detail and accuracy.
• Professional communication, both written and verbal.

Responsibilities

• Serve as primary contact for client calls, emails, and messages, with 24-hour response.
• Greet clients, coordinate and schedule meetings, and prepare materials.
• Maintain client records in Wealthbox CRM and ensure confidentiality.
• Produce and review client reports using Orion and other approved systems.
• Support compliance and recordkeeping in line with firm policies.

Skills

Client service

Organizational skills

Communication

Problem solving

Time management

Education

High school diploma

Associate or Bachelor's in business/finance (preferred)

Tools

Wealthbox CRM

Orion

Schwab Advisor Center

MyRepChat

Microsoft Office (Outlook, Word, Excel)

Job description

Future Opening: Client Service Administrator

• 401(k)
• Health insurance
• Paid time off
• Vision insurance

Position Summary

We are seeking a highly organized, detail-oriented, and client-focused Client Service Administrator to support the daily operations of our wealth management firm. This role serves as a key point of contact for clients and provides administrative, operational, and client service support to our financial advisors.

The ideal candidate is proactive, professional, and capable of managing multiple priorities while maintaining a high level of accuracy and confidentiality. This individual will help ensure a seamless client experience through effective communication, meeting coordination, accurate recordkeeping, and timely completion of operational tasks.

Key Responsibilities

Client Service & Communication

• Serve as a primary point of contact for incoming client calls, emails, and messages, ensuring timely responses, generally within 24 hours.
• Greet clients and visitors, providing a welcoming and professional office experience.
• Coordinate and schedule client meetings, appointments, and follow-ups for financial advisors.
• Prepare conference rooms, meeting materials, and client documentation in advance of scheduled meetings.
• Send meeting confirmations, reminders, and follow-up communications through email and approved messaging platforms, including MyRepChat.
• Maintain accurate records of client communications, including calls, emails, and text messages, within Wealthbox CRM.
• Collect, organize, and maintain client information and documentation, ensuring accuracy and confidentiality.

Administrative & Operational Support

• Manage daily office operations, including opening and closing procedures, telephone coverage, and incoming and outgoing mail.
• Monitor shared inboxes, electronic forms, and other communication channels to ensure timely processing of requests.
• Review, initiate, and complete assigned tasks and workflows within Wealthbox CRM.
• Support advisor follow-up activities resulting from client meetings and other business events.
• Prepare, run, and organize client reports using Orion and other firm-approved systems.
• Review client householding information within Orion to ensure accurate account and relationship classifications.
• Monitor Schwab for Not in Good Order (NIGO) items and assist with resolving documentation or processing deficiencies.
• Maintain organized electronic and physical client files and records.
• Record, organize, and file business receipts and related administrative documentation.
• Assist with additional administrative projects and operational needs as assigned.

CRM Management & Reporting

• Maintain accurate and up-to-date client records within Wealthbox CRM.
• Review upcoming appointments and workflows to ensure appropriate preparation and follow-through.
• Generate monthly client review reports and present relevant information to financial advisors.
• Conduct periodic CRM clean-up reviews, correcting incomplete, outdated, or inaccurate client contact information.
• Identify opportunities to improve workflow efficiency, organization, and client service processes.

Compliance & Recordkeeping

• Maintain client records and communications in accordance with firm policies and regulatory requirements.
• Prepare and submit monthly check logs and required incoming and outgoing correspondence to Compliance.
• Complete quarterly personal compliance reporting and required Gift, Gratuities, and Entertainment logs.
• Ensure client communications and documentation are appropriately recorded and retained using approved firm systems.
• Support the firm's compliance procedures while maintaining strict confidentiality of client and business information.

Client Relationship Support

• Assist advisors in delivering a consistent, high-quality client experience.
• Coordinate client appreciation activities, including birthday cards and other approved client communications.
• Anticipate client and advisor needs to ensure timely follow-up and resolution of outstanding requests.
• Work collaboratively with advisors and other team members to support client relationships and day-to-day firm operations.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree in business administration, finance, or a related field preferred.
• Previous experience in administrative support, client services, office management, or financial services preferred.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills, with a professional and client-focused approach.
• Ability to prioritize multiple responsibilities, manage deadlines, and work independently.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Experience with Wealthbox CRM, Orion, Schwab Advisor Center, MyRepChat, or similar financial services platforms preferred.
• Ability to handle confidential and sensitive client information with discretion.
• Strong problem-solving skills and a willingness to learn new systems and procedures.

Additional Expectations

• Maintain a professional and welcoming office environment.
• Demonstrate accountability, initiative, and responsiveness in completing assigned responsibilities.
• Follow all applicable firm policies, procedures, and compliance requirements.
• Collaborate effectively with financial advisors, operations personnel, and other team members.
• Perform additional duties as assigned to support the evolving needs of the firm.