Senior Client Service Administrator: Family Office and Ultra-High Net Worth Focus

Planning Alternatives; Birmingham (MI); On-site; USD 100,000 - 140,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Paid time off

Professional development opportunities

Job summary

Planning Alternatives seeks a Senior Client Service Administrator to deliver white-glove service to UHNW families while leading the CSA team in operations excellence. You will coordinate with advisors, CPAs, and estate attorneys to ensure accurate onboarding, robust reporting, and proactive client support.

The role requires 5–10+ years in client service/operations within RIAs or similar settings, with strong attention to detail and judgment.

Qualifications

• 5–10+ years of client service and operations experience in a financial services environment.
• Experience supporting ultra-high net worth clients and complex households.
• Strong understanding of custodial platforms (Schwab, Fidelity) and reporting systems (Tamarac, eMoney).
• Exceptional attention to detail and ability to manage high-stakes, time-sensitive requests.
• Strong judgment, discretion, and problem-solving ability.

Responsibilities

• Primary service contact for Family Office and UHNW clients and households.
• Deliver a proactive, high-touch service experience tailored to complex client needs.
• Coordinate across advisors, estate attorneys, CPAs, and external partners.
• Manage sensitive, time-critical requests with urgency, discretion, and accuracy.
• Anticipate client needs and ensure a seamless, concierge-level experience.

Skills

Client service

Operations management

Team leadership

Discretion

Problem solving

Tools

Schwab

Fidelity

Tamarac

eMoney

Job description

Planning Alternatives is a fiduciary firm dedicated to providing comprehensive financial planning and asset management services to our clients. We believe that true wealth is not solely about financial success but about enriching lives and fulfilling personal goals. Our mission is to leave clients better off by offering the experience, strategies, and solutions needed to support their vision of wealth. With a focus on integrity, strong relationships, and client-centric solutions, we are building the future of wealth management. As we continue to grow, we are seeking an experienced Senior Client Service Administrator: Family Office and Ultra-High Net Worth Focus to join our team and contribute to the strategic growth of the firm.

Position Overview:

The Senior Client Service Administrator (Senior CSA): Family Office and Ultra-High Net Worth (UHNW) Focus is a senior-level role responsible for delivering a high-touch, white-glove client experience to the firm's ultra-high net worth clients while driving operational excellence across the organization. This individual serves as both the primary coordinator for complex client relationships and a leader within the Operations team.

In addition to supporting Family Office and UHNW clients, this role provides leadership and direction to the Client Service Administrator (CSA) team through oversight of reporting activities, coaching and development of team members, and leadership of operational projects and initiatives. The Senior CSA is responsible for driving consistency, accountability, efficiency, and an exceptional client experience across the organization.

The position requires sound judgment, discretion, and the ability to navigate complex situations involving clients, advisors, custodians, and internal systems. Success in this role depends on effectively balancing client service excellence with operational leadership, ensuring that workflows, data accuracy, reporting activities, and service delivery consistently meet the firm's highest standards.

Key Responsibilities:

• Primary service contact for Family Office and UHNW clients and households.
• Deliver a proactive, high-touch service experience tailored to complex client needs.
• Coordinate across advisors, estate attorneys, CPAs, and other external partners.
• Manage sensitive, time-critical requests with urgency, discretion, and accuracy.
• Anticipate client needs and ensure a seamless, concierge-level experience.

Client Onboarding & Complex Account Administration:

• Oversee account setup, transfers, and maintenance across custodians.
• Ensure all documentation is precise, complete, and audit ready.
• Act as a quality control checkpoint for accuracy and completeness.
• Identify and implement efficiencies within onboarding and account processes.

Operations Leadership & Workflow Ownership:

• Lead the CSA team in the execution of operational initiatives, client service projects, and firm-wide process improvements.
• Own workflow visibility and accountability across the team, ensuring clear ownership and deadlines.
• Establish and reinforce best practices for operational execution and accountability.
• Proactively identify and resolve breakdowns in processes, service, or execution.

Systems, Data & Reporting Oversight:

• Lead and oversee recurring client and operational reporting activities, ensuring accuracy, consistency, and timely delivery.
• Manage standard reporting process and on demand report creation.
• Support reporting needs tied to billing, client activity, and operational KPIs.
• Perform and oversee regular data audits to maintain accuracy across CRM and reporting systems.

Process Improvement & Team Leadership:

• Serve as a senior resource and mentor for CSAs, providing coaching, training, and guidance on client service and operational best practices.
• Identify opportunities to improve scalability while preserving a high-touch experience.
• Promote a culture of accountability, operational excellence, and continuous improvement.

Qualifications:

• 5–10+ years of experience in client service and operations within an RIA or similar environment.
• Experience supporting ultra-high net worth clients and complex household structures.
• Strong understanding of custodial platforms (Schwab, Fidelity) and reporting systems (Tamarac, eMoney).
• Exceptional attention to detail and ability to manage high-stakes, time-sensitive requests.
• Strong judgment, discretion, and problem-solving ability.
• Proven ability to lead workflows, improve processes, and mentor team members.
• Competitive salary and performance-based incentives.
• Comprehensive benefits package, including health insurance, retirement plans, and paid time off.
• Opportunities for professional development and career advancement within a dynamic and growing organization.

Planning Alternatives is an equal opportunity employer. We encourage qualified individuals from all backgrounds to apply.