Client Services Representative

Cetera Financial Group Inc; Lombard (IL); On-site; USD 46,000 - 52,000; Full time

Job summary

Cetera Financial Group Inc. in Lombard, IL seeks an organized administrative professional to support financial advisors and clients. You will handle calls, scheduling, and meeting logistics, while preparing client materials and maintaining records to ensure regulatory compliance.

You will also process paperwork, educate clients on services, and coordinate events. Strong MS Office and communication skills are essential for success in this fast-paced role.

Qualifications

• High School Diploma or GED required.
• Experience in an administrative, customer service, client support, or office operations role.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Ability to learn and adapt to new systems, software applications, and business processes.

Responsibilities

• Serve as a liaison between Financial Advisors and clients, ensuring a high level of service and responsiveness.
• Answer incoming calls, schedule appointments, and coordinate meeting logistics.
• Prepare meeting materials, client presentations, illustrations, reports, graphs, and charts to support advisor-client interactions.
• Process and complete client paperwork accurately and efficiently, including all required follow-up activities.
• Communicate with clients by phone, virtual meetings, and in-person interactions to address questions and ensure service expectations are met.
• Coordinate client events, including planning, communication, and post-event follow-up.
• Maintain accurate client records and documentation in accordance with company policies and regulatory requirements.
• Perform proactive client outreach regarding time-sensitive activities, including RMDs, quarterly reviews, annual reviews, and other client service initiatives.
• Take ownership of client inquiries and requests by partnering with internal departments to ensure timely resolution and exceptional service delivery.
• Educate clients on account services, platform capabilities, and technology solutions.
• Complete required training and support the implementation of new tools, technologies, and processes.
• Maintain detailed client communication records and compliance documentation within AdviceWorks, SmartWorks, Redtail, and other required systems.
• Partner with Advisors through regular meetings to support business planning, marketing initiatives, client communication strategies, task management, and service workflows.

Skills

Customer service

Administrative support

Organization

Time management

Verbal communication

Education

Bachelor's degree in Finance, Business, Marketing, Communications, or a related field

Tools

MS Office Suite (Word, Excel, PowerPoint)

Job description

Key Responsibilities

• Serve as a liaison between Financial Advisors and clients, ensuring a high level of service and responsiveness.
• Answer incoming calls, schedule appointments, and coordinate meeting logistics.
• Prepare meeting materials, client presentations, illustrations, reports, graphs, and charts to support advisor-client interactions.
• Process and complete client paperwork accurately and efficiently, including all required follow-up activities.
• Communicate with clients by phone, virtual meetings, and in-person interactions to address questions and ensure service expectations are met.
• Coordinate client events, including planning, communication, and post-event follow-up.
• Maintain accurate client records and documentation in accordance with company policies and regulatory requirements.
• Perform proactive client outreach regarding time-sensitive activities, including Required Minimum Distributions (RMDs), quarterly reviews, annual reviews, and other client service initiatives.
• Take ownership of client inquiries and requests by partnering with internal departments to ensure timely resolution and exceptional service delivery.
• Educate clients on account services, platform capabilities, and technology solutions.
• Complete required training and support the implementation of new tools, technologies, and processes.
• Maintain detailed client communication records and compliance documentation within AdviceWorks, SmartWorks, Redtail, and other required systems.
• Partner with Advisors through regular meetings to support business planning, marketing initiatives, client communication strategies, task management, and service workflows.

Required Qualifications

• High School Diploma or GED required.
• Experience in an administrative, customer service, client support, or office operations role.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Ability to learn and adapt to new systems, software applications, and business processes.

Preferred Qualifications

• Experience supporting Financial Advisors, Registered Representatives, or wealth management professionals.
• Background in financial services, banking, insurance, or a related industry.
• Bachelor's degree in Finance, Business, Marketing, Communications, or a related field.
• Strong attention to detail with the ability to produce accurate and timely work in a fast-paced environment.
• Proven ability to independently manage workload while adapting to changing priorities and urgent requests.
• Self-motivated team player who can work effectively both independently and collaboratively.
• Professional, positive, and client-focused demeanor with strong interpersonal skills.
• Ability to handle confidential information with discretion and integrity.
• Strong listening skills with the ability to retain information and execute tasks accurately.

Core Competencies

• Client Service Excellence
• Communication and Relationship Building
• Organization and Time Management
• Attention to Detail
• Problem Solving
• Adaptability
• Team Collaboration
• Professionalism and Integrity
• Initiative and Accountability

This individual will create a meaningful impact by supporting advisor success, strengthening client relationships, and contributing to a positive and professional client experience.

The base annual salary range for this role is $22.00 to $25.00, plus a competitive performance-based bonus.Base annual salary depends on a wide array of factors, including but not limited to skill set, years and depth of experience, certifications, and location. Base annual salary may also differ significantly due to geography and cost of labor considerations.