Sr. Client Services Specialist

Harbor Group; Norfolk (VA); Hybrid; USD 52,000 - 66,000; Full time

Job summary

Harbor Group seeks a Senior Specialist, Client Services to support investor relations across Harbor Group International entities and funds. You will manage investor communications, CRM data, and portal documents, acting as a point of escalation with senior stakeholders.

You will collaborate cross-functionally with Business Development, Accounting, Legal, and Compliance to ensure accurate, timely information and compliant processes throughout the investor lifecycle.

Qualifications

• Degree in business or finance or equivalent experience.
• 2–3 years experience in business development, investments, or similar.
• CRM and investor portal experience preferred.
• Strong MS Office and Adobe; Excel skills essential.
• Excellent verbal and written communication skills.
• Detail oriented and highly organized; able to work with senior executives.

Responsibilities

• Communicate with assigned investors as primary contact.
• Send, track, and review investor communications (capital calls, tax docs).
• Support fundraising with Investor Relations and Business Development colleagues.
• Assist in resolving escalated investor inquiries and distribution issues.
• Maintain investor data in CRM and manage documents in the investor portal.
• Identify data discrepancies and coordinate corrections with teams.
• Train CRM users and provide day-to-day portal support.
• Maintain raises and deal tracking spreadsheets with direction.
• Prepare accurate reports on past due investors and outstanding documents.
• Assist in finalizing raise information for Accounting and reporting.

Skills

Investor relations

CRM administration

Microsoft Office

Excellent communication

Detail oriented

Cross-functional collaboration

Education

Bachelor's degree in business/finance

Equivalent experience

Tools

CRM platform

Investor portal

Adobe

Excel

Job description

Senior Specialist, Client Services

REPORTS TO: Director, Investor Relations Services

LOCATION: Onsite Norfolk, VA Corporate Office

Job Summary

The Senior Specialist, Client Services, is a member of the Investor Relations Services team who supports the administration of investor relationships throughout the lifecycle of their investments across Harbor Group International entities and funds. This role takes on a higher degree of independence and ownership than the Specialist level, serving as a point of escalation on investor and data issues, while working cross functionally with Business Development, Accounting, Legal, and Compliance.

Responsibilities

• Communicate directly with new and existing investors committed to Harbor Group entities and funds, serving as a point of contact for an assigned investor base.
• Send, track, and review investor communications, including capital calls, distribution letters, and tax information, for accuracy and compliance.
• Partner with Investor Relations and Business Development colleagues, providing information and materials to support fundraising and relationship management efforts.
• Assist in resolving escalated investor inquiries and distribution payment issues, looping in the Director as needed.

Investor Portal and CRM Administration

• Create and maintain investor information in the CRM database, including new investor and prospect account setup.
• Manage document upload and organization within the investor portal, including reports, forms, and tax documents, in line with investor and compliance requirements.
• Identify investor data discrepancies and errors and coordinate corrective actions with the appropriate teams.
• Provide day to day support to investor CRM users and help train newer Specialists on portal and CRM processes.

Capital Calls, Tracking, and Compliance

• Maintain raise and deal tracking spreadsheets in conjunction with direction from the Investor Relations Services team, including investor commitment amounts.
• Send, track, and review subscription documents for compliance, following up on outstanding items.
• Track payments due and paid by investors, and drive follow up on past due payments and outstanding subscription materials.
• Finalize and summarize raise information to provide to in house Accounting.
• Prepare accurate, timely reports on past due investors and outstanding documents.

Events and Reporting

• Compile investor information kits and support preparation for investor fund presentation events.
• Generate investor portfolio reports as requested by clients, the equity team, or the legal department.
• Provide various correspondence and information to investors by email and mail.

Other

• Assist Investor Relations and Business Development executives by providing requested information and materials.
• Other special projects and duties, as assigned.

Qualifications

• Bachelor's degree in business, Finance, or a related field preferred, or equivalent experience.
• Two to three years of experience assisting and interacting in a business development, investment, legal services, or similar environment.
• Prior experience with a CRM platform or investor portal system preferred.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Adobe, with strong Excel skills.
• Excellent verbal and written communication skills.
• Detail oriented and highly organized, comfortable working with senior executives and high net worth individuals by phone, email, and in person.
• Strong organizational skills with the ability to prioritize competing deadlines and adapt quickly in a fast-paced, dynamic environment.
• Able to work independently and cross departmentally, managing multiple concurrent projects and meeting critical deadlines.
• Experience working with institutional investors is a plus.
• Claude and other AI use a plus.

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