Client Services Administrator

DISCflex LLC; City of Rochester (NY); On-site; USD 52,000 - 68,000; Full time

Job summary

DISCflex LLC is seeking a Client Service Administrator to support advisors and clients with account servicing, paperwork processing, data management, and operational workflows. The role emphasizes accuracy, clear communication, and teamwork in a fast-paced environment.

The candidate should be organized, customer-focused, and capable of coordinating with custodians, vendors, and financial professionals to ensure a seamless client experience.

Qualifications

• High School Diploma or equivalent required.
• Experience in administrative, customer service or financial services preferred.
• Proficient with Microsoft Office (Outlook, Word, Excel).
• Experience with CRM systems and financial platforms preferred.

Responsibilities

• Process client service requests accurately and efficiently, including changes and maintenance.
• Open new accounts, process applications, transfers, and generate client reports.
• Maintain accurate client records in CRM and assist with compliance documents.

Skills

Customer service

Attention to detail

Organization & time management

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

CRM platforms

Job description

Position Overview

The Client Service Administrator is a key member of our operations and client service team. This

position is responsible for providing administrative support and exceptional client service to ensure

the accurate and efficient processing of client requests and account maintenance activities. The ideal

candidate is highly organized, detail-oriented, customer-focused, and enjoys working in a

collaborative team environment.

This is primarily an administrative and operations-focused position supporting advisors and clients

through account servicing, paperwork processing, data management, and operational workflows.

Key Responsibilities

1. Client Service & Account Administration

• Process client service requests accurately and efficiently, including:
• Beneficiary changes
• Address and contact information updates
• Account maintenance requests
• Distribution requests
• Contribution processing
• Required forms and paperwork updates
• Prepare, review, and submit account service paperwork to custodians, broker-dealers, insurance companies, and other financial institutions.
• Monitor the status of service requests and follow through to completion.
• Respond to client inquiries and coordinate with financial advisors to ensure an exceptional client experience.
• Maintain professional communication with clients, custodians, and vendors.

2. New Business & Operations Support

• Assist with opening new accounts and processing account applications.
• Support account transfers, account funding, and related operational processes.
• Prepare and organize documentation needed for account openings and maintenance.
• Track pending business and follow up to ensure timely completion.
• Generate and distribute client reports and operational documents as needed.
• Provide administrative support to advisors and other team members to ensure efficient day-to-day operations.

3. Data Management & Compliance

• Maintain accurate client records within the firm's CRM and other internal systems.
• Update and verify client information to ensure data integrity.
• Maintain organized electronic and physical client files.
• Assist with compliance-related documentation and recordkeeping requirements.
• Follow firm procedures and regulatory guidelines to ensure accurate processing and documentation.

Qualifications and Experience

• Education: High School Diploma or equivalent required.
• Experience: Previous administrative, customer service, or financial services experience preferred.
• Technical Skills: Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Experience working with CRM systems and financial services platforms is preferred.

Required Skills and Attributes

Customer-Focused Mindset

• Commitment to delivering exceptional service and creating a positive client experience.
• Professional, courteous, and responsive communication skills.
• Demonstrates a sense of urgency and willingness to go the extra mile to meet client needs.

Attention to Detail

• Strong accuracy and attention to detail when handling client information and documentation.
• Ability to identify and resolve issues proactively.

Organization & Time Management

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong follow-through and accountability.

Team Player

• Collaborative attitude with a willingness to assist team members and contribute to overall team success.
• Flexible and adaptable to changing priorities and business needs.
• Works effectively across departments to support firm objectives and ensure a seamless client experience.

Problem Solving

• Ability to work independently while exercising sound judgment.
• Resourceful approach to resolving operational and service-related issues.

Success Factors

Successful candidates will be dependable, organized, customer-focused professionals who take pride

in providing excellent administrative support and delivering a high level of service to clients and

teammates. They will demonstrate a positive attitude, strong attention to detail, and a commitment

to helping the team achieve its goals while maintaining accurate and efficient operational processes.