Client Services Associate

True Alpha Wealth Management; Sandusky (OH); On-site; USD 52,000 - 76,000; Full time

Job summary

True Alpha Wealth Management is seeking a highly organized administrator to support client onboarding, service requests, and event planning. You will act as the operational backbone, coordinating back-office tasks, CRM maintenance, and vendor relations to ensure a seamless client experience.

You will also assist with marketing campaigns, client communications, and regulatory compliance materials while maintaining audit-ready records and professional client interactions.

Qualifications

• Highly organized with strong attention to detail.
• Self-starter who takes ownership without micromanagement.
• Tech-savvy and quick to learn platforms (CRM, Financial Planning Systems, Calendly, Outlook, Canva).
• Professional written communication and discretion with sensitive client information.

Responsibilities

• Answer office phone calls and handle client service inquiries.
• Maintain organized client files, tasks, and CRM notes; track follow-ups.
• Coordinate client onboarding, reminders, and meetings; prepare materials.
• Plan client appreciation and educational events; assist with marketing projects.

Skills

Organized

Self-starter

Tech-savvy

Professional communication

Tools

CRM

Calendly

Outlook

Canva

Excel

PowerPoint

Job description

True Alpha Wealth Management is a financial advisory practice specializing in helping clients navigate major life transitions. We’re looking for a highly organized, client-focused administrator who can help deliver an exceptional client experience while keeping the business running smoothly behind the scenes.

This is a role for someone who thrives on variety, takes ownership of their work, and genuinely cares about the people they serve. You’ll be the operational backbone of a large practice, supporting everything from client onboarding and support, to marketing and event planning.

Key Responsibilities:

Client Service & Relationship Management

• Answer phone calls coming through the office
• Handle day-to-day client service requests, inquiries, and follow-ups with professionalism and warmth
• Plan and execute client appreciation and educational events

Operations & Administration

• Communicate with back office, custodians, and operations teams; follow up to ensure requests are completed
• Maintain organized systems for client files, tasks, and workflows
• Identify process inefficiencies and propose improvements
• Track pending service requests through completion; proactively communicate status and resolve exceptions.
• Maintain accurate CRM data, meeting notes, task assignments, service calendars, and follow-up deadlines.
• Prepare meeting materials, coordinate required client paperwork, and document follow-up action items for advisor review.

Marketing

• Manage social media content scheduling and posting
• Create and send mass client email campaigns and ad hoc communications
• Draft client-facing content that reflects the practice’s voice and brand
• Coordinate marketing projects and materials as needed

Compliance & Regulatory Support

• Follow written supervisory procedures, firm policies, and regulatory requirements.
• Keep client records, account documents, approvals, and CRM notes complete, accurate, and current.
• Help prepare materials for compliance reviews, branch exams, audits, and regulatory requests.
• Send communications through required approval before distribution.
• Use only approved communication channels and support retention of electronic communications.
• Track open compliance items, training, attestations, documentation gaps, and deadlines.

Office Management

• Oversee the day-to-day operations of the office and help ensure it is clean, organized, professional, and welcoming for clients and staff
• Manage relationships with third-party vendors, including cleaning services, maintenance providers, and other office service providers
• Monitor and order office supplies, kitchen and breakroom supplies, coffee, paper products, and other day-to-day necessities
• Coordinate with the cleaning crew and address cleaning or facility issues as they arise
• Serve as the primary point of contact for routine office maintenance, repairs, deliveries, and vendor visits
• Help maintain shared office spaces, conference rooms, kitchen areas, and client-facing spaces
• Open and close the office as needed, ensuring the space is ready for the business day and properly secured at the end of the day
• Proactively identify office needs and handle them without requiring ongoing direction

Must-Haves

• Highly organized with strong attention to detail
• Self-starter who takes ownership without needing to be micromanaged
• Tech-savvy; comfortable learning new platforms quickly (CRM, Financial Planning Systems, Calendly, Outlook, Canva, social media, excel, Word, and Power Point)
• Professional written communication skills
• Discreet and trustworthy; able to handle sensitive client information with confidentiality
• Coachable; open to feedback and direction
• Calm under pressure; able to handle competing tasks and shifting priorities
• 3–5 years of professional office experience, ideally including administrative responsibilities and direct interaction with clients or customers.
• Strong judgment regarding client privacy, fraud prevention, and when to escal.
• Ability to follow documented procedures and maintain accurate audit-ready records.

Nice to Haves

• Experience in financial services, wealth management, or a regulated industry
• Familiarity with compliance expectations around client communications and marketing
• Event planning or project coordination experience
• Canva or basic graphic design skills

We work with clients during some of the most important moments of their lives. That means we hold ourselves to a high standard in how we communicate, how we show up, and how we treat people. If you care about doing things right, take pride in your work, and want to be part of a practice that genuinely makes a difference throughout our client’s lives, we’d love to hear from you.