Portfolio Administrator & Client Service Specialist

Coda Search│Staffing; New York (NY); On-site; USD 85,000 - 110,000; Full time

Job summary

Coda Search│Staffing is partnering with a New York investment management firm to hire a Portfolio Administrator & Client Service Specialist. You will join a small three-person team supporting onboarding, portfolio administration, and client service, collaborating with portfolio managers, clients, and custodians.

Responsibilities include preparing quarterly client reports, participating in client meetings, and driving reporting improvements across systems.

Qualifications

• 3-5 years of client service or operations experience within private wealth management, an RIA, or an investment management firm.
• Familiarity with equities, fixed income, separately managed accounts, and the trade lifecycle.
• Strong communication skills and a professional, client-focused approach.
• Excellent attention to detail, organization, and follow-through.
• Ability to manage competing priorities within a small, collaborative team.
• Experience with Black Diamond and Advent APX preferred.
• Bachelor’s degree, ideally in finance, accounting, or a related field.

Responsibilities

• Manage client onboarding, account maintenance and restructures, and cash flow requests.
• Respond to client inquiries and coordinate requests from portfolio managers.
• Work with custodian banks and internal teams to resolve account issues.
• Prepare quarterly client reports, correspondence, and presentation materials.
• Participate in client meetings and support follow-up activities.
• Assist with client reporting systems, relationship management tools, and process improvements.

Skills

Client service

Operations experience

Communication skills

Attention to detail

Prioritization

Black Diamond

Advent APX

Education

Bachelor’s degree in finance/accounting

Tools

Black Diamond

Advent APX

Job description

Location: New York, NY

We’re partnering with an established investment management firm to hire a Portfolio Administrator & Client Service Specialist. The firm serves high-net-worth families, charitable organizations, and institutions, managing equity and fixed-income portfolios through separately managed accounts.

Joining a three-person team, this individual will support client onboarding, portfolio administration, and ongoing client service while working closely with portfolio managers, clients, and custodians. The position offers exposure to client meetings, presentation preparation, and projects that improve reporting and operational workflows.

Key Responsibilities

• Manage client onboarding, account maintenance and restructures, and cash flow requests.
• Respond to client inquiries and coordinate requests from portfolio managers.
• Work with custodian banks and internal teams to resolve account issues.
• Prepare quarterly client reports, correspondence, and presentation materials.
• Participate in client meetings and support follow-up activities.
• Assist with client reporting systems, relationship management tools, and process improvements.

Qualifications

• 3-5 years of client service or operations experience within private wealth management, an RIA, or an investment management firm.
• Familiarity with equities, fixed income, separately managed accounts, and the trade lifecycle.
• Strong communication skills and a professional, client-focused approach.
• Excellent attention to detail, organization, and follow-through.
• Ability to manage competing priorities within a small, collaborative team.
• Experience with Black Diamond and Advent APX preferred.
• Bachelor’s degree, ideally in finance, accounting, or a related field.