Client Service Administrator in Finance

Vestia Personal Wealth Advisors; Indianapolis (IN); Hybrid; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a detail-oriented Client Service Administrator to support financial advisors and enhance client engagement. This role involves managing client interactions, maintaining records, and ensuring compliance, all while providing exceptional service. With opportunities for growth into financial planning roles, this position is perfect for those looking to advance in a dynamic financial environment. Join a team that values innovation and collaboration, where your contributions will make a real difference in clients' lives.

Benefits

Health Insurance

401k and Profit-Sharing

Success Sharing Bonus

Paid Time Off

Parental Leave

Qualifications

• 2+ years of administrative experience in financial or professional services.
• Self-motivated with excellent customer service and organizational skills.

Responsibilities

• Maintaining database records and scheduling client meetings.
• Executing the client onboarding process and managing paperwork workflows.

Skills

Customer Service

Multitasking

Problem Solving

Attention to Detail

Interpersonal Skills

Education

High School Diploma or GED

Bachelor’s Degree in Finance, Accounting, or Business

Tools

CRM Software

Microsoft Office

Job description

Join to apply for the Client Service Administrator in Finance role at Vestia Personal Wealth Advisors

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Join to apply for the Client Service Administrator in Finance role at Vestia Personal Wealth Advisors

Job Description

Are you a detail-oriented problem solver with a passion for delivering exceptional client experiences? If you enjoy collaboration, value innovation, and love helping others, we’d love to meet you! Vestia Personal Wealth Advisors is a rapidly growing financial planning firm with primary locations in Nashville, TN, Fort Wayne, IN, and several team members in other locations across the country. Our Client Service Administrators love managing details and play a pivotal role in ensuring our physician clients receive top-notch support.

Job Summary: The Client Service Administrator (CSA) supports a team of financial advisors in multiple facets of client engagement and serves as a primary point of contact for clients on a day-to-day basis. Usual hours are 40 hours per week during normal business hours, with flexibility and some remote work permitted with supervisor approval. The role may occasionally require outside of standard hours to accommodate clients’ schedules. You should be able to quickly adapt to our processes and technology to provide a consistently exceptional client experience.

Primary Responsibilities Include:

• Maintaining database records including detailed notes in CRM software
• Scheduling and preparing for client meetings
• Drafting and processing correspondence with clients
• Managing paperwork workflows from start to finish
• Preparing, processing, and tracking paperwork for client processing
• Executing the client onboarding process
• Attending client meetings as needed by financial advisors
• Supporting compliance requirements
• Running reports to assist practice management
• Supporting business development through social media coordination
• Assisting with investment transfers and rollover calls
• Communicating with clients and staff to resolve account issues
• Managing online access points for clients
• Coordinating with clients to gather missing information or fix web links
• Handling customer service case files
• Working with investment custodians for ACH transfers and money movements
• Coordinating administrative tasks with external vendors and professionals
• Serving as backup for other support roles
• Maintaining client confidentiality
• Performing other duties as assigned

Additional Responsibilities in Smaller Offices:

• Ordering and managing office supplies and meals
• Providing refreshments for clients
• Managing vendor interactions
• Troubleshooting equipment issues
• Scheduling and maintaining conference rooms
• Documenting policies and procedures

Travel: Occasional travel to support advisors, attend retreats, and perform other functions. Ability to transport oneself is required.

Required Experience / Qualifications:

• High school diploma or GED
• Bachelor’s Degree or equivalent experience
• At least 2 years of administrative experience in financial, insurance, or professional services
• Self-motivated with excellent customer service, multitasking, and problem-solving skills
• Aspiring to grow into a financial planner role
• Proficiency in Microsoft Office and quick learning of new software
• Strong interpersonal, attention to detail, and organizational skills
• Ability to work flexibly, including occasional nights, weekends, and travel

Preferred Qualifications:

• Bachelor’s in finance, accounting, or business
• Experience in customer service, insurance, financial planning, or investments
• Experience documenting workflows and procedures

Growth Opportunities:

• Promotion to Senior Client Service Administrator
• Obtaining insurance licenses
• Financial Paraplanner Qualified Professional (FPQP) Certification
• Promotion to Financial Planning Analyst or Support Advisor

Benefits:

• Health Insurance
• 401k and Profit-Sharing
• Success Sharing Bonus
• Paid Time Off
• Parental Leave

Equal Opportunity: We embrace diversity and are committed to building an inclusive team that reflects various backgrounds and perspectives. The more inclusive we are, the stronger our team.