Client Service Associate - Family Office

Blue Trust; Irvine (CA); On-site; USD 41,000 - 50,000; Full time

Job summary

Blue Trust in California is seeking a Client Service Associate to oversee client service activities for the Family Office division. You will design and implement processes to boost efficiency and support investment management, accounting, and office administration.

The role involves responding to client needs, preparing reports, and facilitating meetings. Applicants should have a Bachelor's degree and at least three years of operations, client service, or accounting experience, with strong Excel

Qualifications

• Bachelor’s degree in Management, Business, Finance, Accounting or related field.
• Minimum of three years’ experience in operations support, client service, investments, or accounting preferred.
• Proficiency with Microsoft Excel and Word; strong analytical skills.

Responsibilities

• Serves as the first responder to client requests and concerns.
• Processes applications, deposits, withdrawals, transfers, and reports for client investment accounts.
• Collects and records information from clients or financial institutions for record maintenance and analysis.
• Prepares client or investment reports and spreadsheets in a timely manner.
• Coordinates client meetings and follows up on actions to accomplish goals.
• Responds to client inquiries and provides routine information or routes to appropriate team member.
• Supports compliance and monitoring activities within the division.
• Manages quarterly client billing and invoices.

Skills

Client service

Multi-project management

Relationship building

Attention to detail

Communication

Problem solving

Education

Bachelor's degree

Tools

CRM software

DMS systems

Job description

About Blue Trust

For more than 45 years, Blue Trust advisors have applied biblical wisdom and technical expertise to help clients make wise financial decisions to experience clarity and confidence and leave a lasting legacy. With nearly $60 billion in assets under advisement, over 460 team members and a nationwide network of 19 offices, we offer comprehensive wealth management and trust services to more than 11,000 clients in all 50 states.

Job Type

Full-time

Description

About Blue Trust

For more than 45 years, Blue Trust advisors have applied biblical wisdom and technical expertise to help clients make wise financial decisions to experience clarity and confidence and leave a lasting legacy. With nearly $60 billion in assets under advisement, over 460 team members and a nationwide network of 19 offices, we offer comprehensive wealth management and trust services to more than 11,000 clients in all 50 states.

Position Overview

The Client Service Associate is responsible for overseeing the various aspects of client service to serve Family Office in the most efficient and careful manner and for designing and implementing processes and procedures to enhance the efficiencies of Division operations. The position also provides administrative support to team members and clients by performing a variety of complex duties in the areas of client service, investment management, office administration and/or accounting to support the team in serving and assisting clients.

Principal Accountabilities:

• Client Service - Serves as “first responder” to client requests and concerns.
• Responsible for all procedures and follow-up necessary to service investment accounts (e.g., processes applications, deposits, withdrawals, transfers, alternative investment subscription documents, capital calls, and tender offers; prepares and delivers client and investment reports).
• Gathers, records, and processes pertinent information from clients or financial institutions for record maintenance, new account applications processing, transactions, or further analysis by other team members.
• Initiates and monitors administrative details to service client’s accounts and goals.
• Prepares requested client or investment reports and spreadsheets in a timely manner.
• Works in conjunction with Advisors and/or Financial Planners to initiate and organize client meetings, follow‑up on meetings, and respond to client inquiries regarding actions taken to accomplish goals.
• Answers incoming calls and emails in a professional manner, providing routine information or referring to the appropriate team member when needed.
• Proactively plans for and responds to urgent needs.
• Responsibilities may include Trust Administration – opening/closing accounts, processing money movement, etc. while adhering to the terms of applicable trust documents as well as the Family Office Trusts & Estates Policy.
• Understands the financial planning philosophy and biblical basis upon which Blue Trust serves its client base.
• Operations and Compliance Support
• Effectively utilizes CRM and DMS systems to maintain accurate electronic database of prospect and client information, including maintaining up‑to‑date electronic file systems for correspondence, reports and reference material, confidential and non‑confidential material, in accordance with compliance guidelines and regulations.
• Assists the Company’s Compliance Department in monitoring Division activities, addressing items of concern and reporting violations to ensure issues are handled in an appropriate and timely manner.
• Administration Oversight – Provides administrative support to the Division and/or team in a manner consistent with service standards, including:
• Manages quarterly client billing and generates invoices in an active and timely manner.
• Coordinates the scheduling of and preparation for team/client appointments and meetings. Assists with set up and cleanup of in office meetings
• Manages expense reporting process in a manner consistent with Finance procedures.
• Performs some accounting functions such as accounts payable and receivable as required.
• Collects and processes outgoing mail, operating related machines, and distributing all incoming mail to appropriate team members in a timely manner.
• Monitors and orders office supplies as needed within budget limitations. Maintains relationships with vendors and service representatives to support the goal of office efficiency.
• Troubleshoots and coordinates with appropriate Company personnel as it relates to office machines and technology including phones, internet, copiers and printers.
• Actively builds efficiencies and effectiveness into administrative and clerical tasks.
• Actively builds efficiencies and effectiveness into administrative and clerical tasks.
• Approaches work, interactions, and relationships in a manner consistent with the Company’s Core Values.
• Maintains the highest Compliance standards by adhering to the company’s Human Resources guidelines, Compliance policies and procedures, professional designation standards, and industry's regulatory standards to mitigate risk to the firm.

Requirements

• Strong ability to run and/or oversee multiple related and unrelated projects simultaneously
• Keen focus on overall client engagement and exceptional client satisfaction levels
• Desire to serve clients and co‑workers with excellence
• Ability to establish and maintain strong rapport with clients
• Proven business mathematical skills and keen attention to detail
• Proven technical, analytical, and problem solving skills
• Strong communication skills, both verbal and written
• Strong organization skills and systems acumen
• Proactive planning, discernment, and responsiveness to urgent needs
• Capability to excel in a team environment as well as working independently
• Aptitude and passion for learning new things quickly with a strong work ethic
• Demonstrates maturity in interpersonal interactions and strong followership - is open, adaptable and exhibits flexibility and adaptability to changing needs.
• Positively contributes to a healthy, productive work culture and is not intimidated by strength in others, by actively displaying and encouraging a servant mentality and team-mindedness.
• Personal integrity and ability to discreetly handle confidential data
• Adept at prioritization with ability to complete multiple time‑sensitive tasks
• Excellent computer skills with strong proficiency in Microsoft Excel and Word

Education, Experience & Skills

• Bachelor’s degree is required, preferably in Management, Business, Finance, and Accounting or a related field
• Minimum of three (3) years’ prior experience in operations support, office management, client service, investments, administrative support, trust operations, or accounting experience is strongly preferred.

A reasonable estimate of the current range is $30 to $36 per hour with benefits

This job description is for California only and the salary range listed above is specifically related to the cost of labor for this area. Any offered salary is determined based on internal equity, internal salary ranges, applicant’s skills and prior relevant experience, and certain degrees and certifications. The range is provided in good faith. We may ultimately pay more or less than the posted range. This range may be modified in the future.