Client Service Manager

Heffernan Financial; Walnut Creek (CA); On-site; USD 90,000 - 105,000; Full time

Job summary

Heffernan Financial seeks a Client Service Associate to support the Wealth Manager in delivering comprehensive financial planning and investment management services. You will prepare detailed financial plans, reviews, and client meeting materials, ensuring a high-quality experience for every client household.

You will maintain client data, assist with planning scenarios, and help create written plan summaries and investment materials.

Qualifications

• Bachelor’s degree in Finance, Accounting, Economics, or related field preferred.
• CFP certification preferred, or willingness to pursue certification.
• Series 7 and 65 (or 66) licenses preferred, or willingness to obtain within the first year of employment.
• 0-2 years of experience in a financial planning or paraplanning capacity desired (internship experience welcome).
• Strong analytical and problem-solving skills, with keen attention to detail.
• Excellent communication skills required, both verbal and written.
• Highly organized and able to manage competing priorities and deadlines.
• Comfortable working with financial modeling, spreadsheets, and in a technology-driven environment.
• Must establish and maintain effective relationships with colleagues, customers, and business partners.

Responsibilities

• Prepare and update client financial plans, portfolio reports, and presentation materials.
• Review client files, recent activities, and relevant updates before meetings.
• Attend client meetings and assist with notes, follow-ups, and documentation.
• Draft post-meeting action plans and coordinate with the Client Service Manager.
• Enter and update client information in financial planning software.
• Assist in modeling planning scenarios, Roth conversions, and tax-efficient withdrawals.
• Create client recommendations and written plan summaries for advisor review.
• Prepare investment review materials, rebalancing reports, and asset allocation summaries.
• Monitor portfolio allocations relative to investment policy targets.
• Collaborate on special investment research projects and portfolio analysis.
• Maintain accurate client information in CRM and planning software.
• Support smooth client service experiences and ensure documentation compliance.

Skills

Analytical skills

Communication skills

Organizational skills

Education

Bachelor’s degree in Finance, Accounting, Economics, or related field

CFP certification preferred

Series 7 and 65 licenses preferred

Tools

MS Office

Financial planning software

Job description

Description

The Client Service Associate plays a vital role in supporting the Wealth Manager by delivering excellent financial planning and investment management services to clients. This individual helps prepare detailed financial plans, conduct portfolio reviews, and develop client meeting materials—ensuring a consistent, high-quality experience for every client household served.

Department: Financial Services

Location: Walnut Creek, CA

Compensation: $90,000 - $105,000 / year

Key Responsibilities

• Client Meeting Preparation & Follow-Up
• Prepare and update client financial plans, portfolio reports, and presentation materials using firm software tools.
• Review client files, recent activities, and relevant updates before meetings.
• Attend specific client meetings and help with meeting notes, follow-ups, and documentation.
• Draft post-meeting action plans and ensure follow-up items are completed promptly in coordination with the Client Service Manager.
• Financial Planning & Analysis
• Enter and update precise client information in financial planning software.
• Conduct research and analysis on financial planning topics such as retirement income strategies, stock-based compensation, social security optimization, required minimum distributions, and charitable giving strategies, among other subjects.
• Assist in modeling planning scenarios, Roth conversions, and tax-efficient withdrawal strategies.
• Assist in creating client recommendations and written plan summaries for advisor review.
• Investment & Portfolio Support
• Assist in preparing investment review materials, rebalancing reports, and asset allocation summaries.
• Help monitor portfolio allocations relative to investment policy targets.
• Collaborate with the Wealth Manager on special investment research projects and portfolio analysis.
• Client Experience & Operational Support
• Maintain accurate and organized client information in CRM and planning software.
• Work closely with the Client Service Manager to ensure a smooth client service experience.
• Ensure adherence to documentation, recordkeeping, and reporting requirements.
• Participate in special projects or process improvement initiatives as assigned

Skills, Knowledge and Expertise

Requirements:

• Education – High School diploma or GED required. Bachelor’s degree in Finance, Accounting, Economics, or related field preferred.
• CFP certification preferred, or willingness to pursue certification.
• Series 7 and 65 (or 66) licenses preferred, or willingness to obtain within the first year of employment.
• 0-2 years of experience in a financial planning or paraplanning capacity desired (internship experience welcome).
• Strong analytical and problem-solving skills, with keen attention to detail.
• Excellent communication skills required, both verbal and written.
• Highly organized and able to manage competing priorities and deadlines.
• Comfortable working with financial modeling, spreadsheets, and in a technology-driven environment.
• Must establish and maintain effective relationships with colleagues, customers, and business partners.
• Must have a proactive mindset, consistently looking for ways to improve internal processes and elevate the service experience for clients.
• Proficient in MS Office – namely Outlook, Word, Excel, and PowerPoint.
• Professional demeanor and behavior are required, as referenced in the Heffernan core values (Habits).

Why Choose Heffernan?

At Heffernan, our culture is guided by the Heffernan Habits, prioritizing communication, respect, fun, community impact, and celebrating what makes each of us unique. We’re proud of our strong commitment to philanthropy and giving back, and we support our employees with a comprehensive benefits package designed to promote well-being, growth, and long-term success.

Heffernan Habits:

• Answer The Phone (And Email): Communication is the foundation of success in life, work, and relationships. It begins with being present and responsive to both clients and colleagues. Listen to what is said and notice what goes unsaid.
• Have Fun: Fun is something we don’t shy away from, and participation brings us together on many different levels. Take the time to know your colleagues and let barriers fall away. If we are happy and enjoy time together, we will do a better job for our clients and for one another!
• Be Respectful: Lend a hand, be kind, and smooth the path. Respect is the cornerstone of developing and maintaining strong relationships. Lead with humility, take ownership of your actions, and ease the way for others. We are in this together as a team, as a family, and as trusted advisors to many.
• Do Good: This is our core. We strive to do good for our clients, our community, and our planet.
• Celebrate & Value Our Differences: “Because You’re Different”. It is our differences, when valued and amplified, that allow us to innovate, to learn, to connect, and to stand apart from the rest.

The compensation for this role will depend on the geographic region, job-related knowledge, skills, and experience, among other factors. This role will be eligible to participate in an annual bonus program.