Sr. Client Services Specialist

Harbor Group Management Company; Norfolk (VA); On-site; USD 60,000 - 86,000; Full time

Benefits offered by this job

Competitive Salaries & Bonuses

Medical, Dental & Vision Plans

401(k) Plan with Employer Matching Con

Paid Time Off (PTO) & 10+ Paid Holiday

Paid Parental Leave

Flexible Spending Accounts

Company-Paid Long-Term Disability

Company-Paid Life Insurance

Short-Term Disability

Health Savings Account with Employer

Wellness Perks

Volunteer & Community Service

Employee Referral Program

Tuition Reimbursement

Insta Pay Eligible

Job summary

Harbor Group International is seeking a Senior Specialist, Client Services to support investor relationships across funds, acting as escalation point for investor and data issues, while collaborating with Business Development, Accounting, Legal, and Compliance at the Norfolk corporate office.

This role manages investor communications, capital calls, tax documents, and CRM/investor portal administration; you will train teammates, ensure data quality, and assist executives with fundraising

Qualifications

• Bachelor's degree in business or finance preferred.
• 2–3 years experience assisting in business development, investment, legal services, or similar environment.
• CRM platform and investor portal experience preferred.
• Strong MS Office and Excel skills.
• Excellent verbal and written communication.
• Detail oriented and highly organized.
• Comfortable interacting with senior executives and high net worth individuals.
• Experience with institutional investors a plus; AI tools a plus.

Responsibilities

• Communicate with new and existing investors, serving as primary contact for assigned investor base.
• Send, track, and review investor communications, including capital calls, distribution letters, and tax information.
• Partner with Investor Relations and Business Development to support fundraising and relationship management.
• Resolve escalated investor inquiries and distribution issues with escalation to the Director as needed.
• Create and maintain investor data in CRM and the investor portal; manage documents and compliance.
• Identify data discrepancies and coordinate corrective actions with relevant teams.
• Provide day-to-day support and train new Specialists on portal and CRM processes.
• Maintain raise and deal tracking spreadsheets and investor commitments.
• Send and track subscription documents; follow up on outstanding items.
• Track payments due/paid; pursue past due items and outstanding materials.
• Finalize and summarize raise information for Accounting; prepare past due and outstanding reports.
• Prepare investor information kits and support fund presentation events.
• Generate investor portfolio reports as requested by clients or internal teams.
• Provide investor communications via email and mail.

Skills

Communication

Microsoft Office

Excel

Attention to detail

Organizational skills

Independent work

Investor relations

AI awareness

Education

Bachelor's degree in business or finance or equivalent experience

Tools

CRM platform

Investor portal

Adobe

Job description

Harbor Group International (HGI) is a leading global private equity real estate investment manager, with $21 billion in assets under management. HGI's vertically integrated platform offers a broad range of both direct real estate and credit strategies across the risk/return spectrum.

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.

What We Offer

• Competitive Salaries & Bonuses
• Medical, Dental & Vision Plans
• 401(k) Plan with Employer Matching Contributions
• Paid Time Off (PTO) & 10+ Paid Holidays
• Paid Parental Leave
• Paid Birthday Off (Multifamily)
• Flexible Spending Accounts
• Company-Paid Long-Term Disability
• Company-Paid Life Insurance
• Short-Term Disability
• Health Savings Account with Employer Contributions
• Pre-Tax Commuter Benefit (Corporate)
• Wellness Perks
• FinFit Financial Wellness Program
• Legal Resources
• Employee Apartment Discount
• Employee Referral Program
• Employee Assistance Program
• Tuition Reimbursement
• Insta Pay Eligible
• Volunteer & Community Service Opportunities
• Employee Recognition & Awards

Benefit eligibility will be determined at the time of hire. Eligibility for certain benefits may vary based on position, location, hours worked, and other qualifying criteria.

Veteran Friendly

Harbor Group Management is proudly an Equal Opportunity Employer EOE/M/F/D/V. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.