Client Service Associate & Office Administrator

Porter White & Company; Birmingham (AL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

PTO and paid holidays

401(k) match

Licensing support

FSA (Medical and Dependent Care)

Basic Life Insurance

STDI and LTDI

Job summary

Porter, White & Co in Birmingham is recruiting a Client Service & Office Administrator who will be the first point of contact for clients and support advisors with day-to-day operations.

This in-office role covers client service, administrative tasks, compliance support, and marketing assistance, requiring strong communication, organization, and discretion. The position offers growth opportunities in a collaborative, people-first environment.

Qualifications

• Strong written and verbal communication skills are required.
• Ability to manage multiple priorities and maintain confidentiality of sensitive client information.
• Proficiency in Microsoft Office; familiarity with CRM software (Salesforce a plus) and electronic document storage systems (NetDocuments a plus).
• Bachelor's degree preferred, or equivalent professional experience.

Responsibilities

• Provide exceptional client service via phone, email, and in-person interactions.
• Schedule client meetings and manage advisor calendars.
• Prepare for and coordinate client meetings, including scheduling, materials, and follow-up items.
• Assist with client events, educational seminars, and appreciation activities.
• Ensure compliance with firm policies and industry regulations related to client documentation and communications.
• Manage front-office operations, including phones, mail, and visitor coordination.
• Support calendar management and scheduling for advisors and firm leadership.
• Organize and maintain both physical and electronic filing systems (NetDocuments experience a plus).
• Coordinate office maintenance and facility needs.
• Assist leadership with special projects and administrative initiatives.

Skills

Client service

Communication skills

Multitasking

Education

Bachelor's degree preferred

Tools

Salesforce

NetDocuments

Job description

Redmont Talent Partners is partnering with Porter, White & Co to find a Client Service & Office Administrator to join their team. The role plays a vital part in delivering exceptional client service while ensuring the efficient day-to-day operation of the office. This individual serves as a key point of contact for clients, supports advisors with administrative and service-related activities, and manages office administration functions. With a blend of client interaction, operational support, and project coordination, this position offers a unique opportunity for a highly organized professional who enjoys wearing multiple hats and making a meaningful impact on both the client and team experience.

Client Service

• Provide exceptional service to clients via phone, email, and in-person interactions.
• Schedule client meetings and manage advisor calendars.
• Prepare for and coordinate client meetings, including scheduling, materials, and follow-up items
• Assist with client events, educational seminars, and appreciation activities.
• Ensure compliance with firm policies and industry regulations related to client documentation and communications.

Administrative & Office Support

• Manage front-office operations, including phones, mail, and visitor coordination
• Maintain office supplies, equipment, and vendor relationships
• Support calendar management and scheduling for advisors and firm leadership
• Organize and maintain both physical and electronic filing systems (NetDocuments experience a plus)
• Assist with meeting and event logistics, including firm functions and client appreciation events
• Provide general administrative support to the advisory team as needed
• Coordinate office maintenance and facility needs.
• Help implement office procedures and operational efficiencies.
• Assist leadership with special projects and administrative initiatives.
• Coordinate mail, shipping, and document management.

Compliance Administration

• Support maintenance of books and records in accordance with firm policy and applicable SEC and state regulations
• Assist in tracking and filing required client and account documentation
• Help coordinate responses to compliance requests, audits, and regulatory examinations under the direction of the Chief Compliance Officer
• Monitor and log advisor correspondence, marketing materials, and social media activity for compliance review
• Assist with maintaining the firm's compliance calendar, including filing deadlines and periodic review dates
• Support employee attestations, disclosures, and other periodic compliance certifications

Marketing Support

• Assist in the preparation and distribution of client communications, newsletters, and market commentary
• Support the maintenance of the firm's website and social media presence, subject to compliance review
• Help coordinate marketing materials, presentations, and event collateral
• Assist with tracking marketing initiatives and gathering materials for prospective client meetings
• Support planning and execution of client and community events

Qualifications

• Bachelor's degree preferred, or equivalent professional experience
• 1–3+ years of experience in financial services, client service, or a related administrative role
• Strong written and verbal communication skills
• High degree of accuracy and attention to detail, particularly with client and compliance documentation
• Proficiency in Microsoft Office; familiarity with CRM software (Salesforce, a plus) and electronic document storage systems (NetDocuments, a plus)
• Ability to manage multiple priorities and maintain confidentiality of sensitive client information
• Interest in financial services, compliance, or marketing is a plus; FINRA licensing or interest in future licensing is a plus but not required

This is an in-office role based at Porter White & Company. Standard business hours apply, with occasional flexibility required to support client events or firm functions.

Role can be full time at 40 hours or 30+ based on candidate needs.

PTO and paid holidays

401(k) match

Licensing support

FSA (Medical and Dependent Care)

Basic Life Insurance

STDI and LTDI

Redmont Talent Partners is a subsidiary Redmont Capital, a Birmingham, Alabama–based investment bank. We focus on partnering with companies that offer exceptional opportunities and strong, people-first cultures—primarily within small to mid-sized organizations.We go beyond simply filling roles; we’re committed to building lasting careers and meaningful partnerships.