Part-Time Virtual Client Service Associate - Financial Services

WestPoint Financial Group; Indianapolis (IN); Remote; USD 28,000 - 34,000; Part time

Benefits offered by this job

Virtual workplace

Flexible work hours

Meaningful impact supporting families

Supportive team environment

Job summary

Family Business Legacies seeks a part-time, remote Administrative Assistant to support client service and day-to-day operations. The role emphasizes accuracy, responsiveness, and proactive problem solving in a flexible schedule between 8 am–6 pm, Monday–Friday.

Ideal candidates have a client-first mindset, 2+ years of administrative experience, and comfort managing multiple priorities while maintaining thorough CRM records and compliant paperwork.

Qualifications

• Administrative experience in a fast-paced setting.
• Proactive with attention to detail.
• Ability to manage multiple client requests through completion.
• Experience with CRM systems.
• Authorized to work in the United States without sponsorship.

Responsibilities

• Serve as the primary point of contact for client service requests, delivering a responsive, professional, and personalized client experience.
• Manage account servicing activities, including beneficiary updates, registration changes, account maintenance requests, and client record updates.
• Prepare, review, and distribute client paperwork, ensuring accuracy, completeness, and compliance before submission.
• Coordinate electronic signatures, track outstanding documentation, and proactively follow up with clients to ensure timely completion of requests.
• Process and monitor asset movement transactions, including transfers, deposits, withdrawals, RMDs, wires, ACH transactions, and check requests.
• Communicate regularly with clients, custodians, insurance carriers, and financial institutions to provide updates and resolve service-related issues.
• Maintain accurate CRM records, workflow systems, and audit-ready client files while documenting all client interactions and account activity.
• Track service requests from initiation through resolution, ensuring a seamless and efficient experience for clients.
• Identify opportunities to improve processes, enhance operational efficiency, and support the overall growth of the practice.

Skills

Client service

Organizational skills

Multi-tasking

Communication

Problem solving

Ownership

Education

High school diploma

Associate or bachelor’s degree

Tools

CRM systems

Microsoft Office

Job description

WestPoint Financial Group is assisting with the sourcing of this candidate for Family Business Legacies, LLC.

About Family Business Legacies

With a passion for helping families and business owners plan for the future, Family Business Legacies provides strategic guidance on business succession, ownership transitions, exit planning, and wealth preservation. By combining analytical expertise with a personalized approach, T. Ray Phillips and his team empower clients to achieve their financial goals while safeguarding their legacy for future generations.

This non-exempt position operates virtually and is part-time, offering 15-25 hours per week and a flexible schedule within business hours (Monday-Friday, 8 am to 6 pm).

Position Overview

The ideal candidate is a proactive, service-oriented professional who thrives in a fast-paced environment and demonstrates exceptional organizational skills, attention to detail, critical thinking, and resourcefulness. They will provide top-notch administrative and client support, anticipate needs, solve problems efficiently, and help ensure smooth day-to-day operations while delivering an outstanding client experience.

Responsibilities

• Serve as the primary point of contact for client service requests, delivering a responsive, professional, and personalized client experience.
• Manage account servicing activities, including beneficiary updates, registration changes, account maintenance requests, and client record updates.
• Prepare, review, and distribute client paperwork, ensuring accuracy, completeness, and compliance before submission.
• Coordinate electronic signatures, track outstanding documentation, and proactively follow up with clients to ensure timely completion of requests.
• Process and monitor asset movement transactions, including transfers, deposits, withdrawals, RMDs, wires, ACH transactions, and check requests.
• Communicate regularly with clients, custodians, insurance carriers, and financial institutions to provide updates and resolve service-related issues.
• Maintain accurate CRM records, workflow systems, and audit-ready client files while documenting all client interactions and account activity.
• Track service requests from initiation through resolution, ensuring a seamless and efficient experience for clients.
• Identify opportunities to improve processes, enhance operational efficiency, and support the overall growth of the practice.

What You Bring

• A client-first mindset with a commitment to delivering responsive, accurate, and proactive service.
• Strong organizational skills and attention to detail, ensuring work is completed accurately and efficiently.
• The ability to manage multiple priorities, track requests through completion, and follow up without losing momentum.
• Confidence building professional relationships with clients, custodians, and business partners while communicating clearly and effectively.
• A proactive, problem-solving approach that helps streamline processes and supports a smooth, efficient practice.
• A sense of ownership and accountability, taking pride in getting things done right the first time and contributing to the overall success of the team.

Qualifications

• High school diploma or equivalent, required
• Associate or bachelor’s degree, preferred
• 2+ years’ experience in an Administrative Assistant role
• Strong organizational skills with demonstrated ability to manage multiple priorities and deadlines
• Proven follow-through and attention to detail
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.)
• Experience using CRM systems required
• Technologically adept with a solid understanding of digital workflows
• Prior experience in insurance, investments, banking or financial services, preferred
• Must be authorized to work in the United States without sponsorship

What Family Business Legacies Offers

• Competitive pay of $20-$25 per hour
• Virtual workplace providing the convenience of working remotely
• Flexible work arrangement within standard business hours, supporting work-life balance
• Opportunity to make a meaningful impact while supporting families and business owners
• Collaborative, supportive environment where your contributions are valued and recognized

Family Business Legacies is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.