Client Service & Records Operations Specialist

Matter, LLC; Denver (CO); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical and dental plans with HSA/FSA

Employer-match 401(k)

Paid holidays and vacation

Job summary

Matter Family Office seeks a Client Service Specialist to support the client service team and the wider firm. Responsibilities span data entry, CRM updates, and document management, with emphasis on accuracy, organization, and access control for client records.

The role includes collaborative entity management, periodic audits, and training new staff on the document management system. A notary commission or willingness to obtain one is required, with preference for a Bachelor's degree.

Qualifications

• 2-4 years of administrative or financial services experience.
• Experience with CRM systems and cloud document platforms.
• Strong attention to detail and comfort with data entry, audits, and recurring deadlines.
• Strong organizational skills and a self-starter who can manage multiple requests at once.
• Discretion with sensitive and confidential client information.
• Clear, professional written and verbal communication.
• Notary commission, or willingness to obtain one.
• Bachelor's degree preferred.

Responsibilities

• Enter initial client profiles in the CRM, manage updates, and maintain team assignments.
• Perform periodic CRM data audits and pull reports as requested.
• Grant client access in the document management system and organize documents into the correct folder structure.
• Create and maintain folder templates for consistent client build-out.
• Perform periodic access audits to confirm third-party permissions are current and appropriate.
• Manage entity filing deadlines and renewals, coordinating with team members as needed.
• Retain, organize, and file documents, and train new team members on the document management system.
• Serve as one of the firm's remote notaries.
• Manage check deposits.
• Assist client service team members with organizing and processing documents for electronic execution.

Skills

CRM experience

Data entry

Document management

Attention to detail

Discretion

Communication

Notary willingness

Education

Bachelor's degree preferred

Tools

Cloud document platforms

Job description

Matter Family Office seeks a Client Service Specialist to support the client service team and the wider firm. Responsibilities span data entry, CRM updates, and document management, with emphasis on accuracy, organization, and access control for client records.

The role includes collaborative entity management, periodic audits, and training new staff on the document management system. A notary commission or willingness to obtain one is required, with preference for a Bachelor's degree.