Client Service Associate

Our firm is a premier family-owned financial and tax management firm based in beautiful Santa Barbara California. Since our founding in the 1960s we have been dedicated to providing comprehensive wealth management investment strategies and personalized tax planning for our clients their families and their legacies.

As a multi-generational firm we take pride in building deep long-lasting relationships rooted in three core values: Integrity First Clear Communication and Service Above Self. We operate under a fiduciary standard meaning our clients financial well-being always comes first. Our practice operates off a team-based collaborative approach where every role is vital to anticipating and addressing our clients needs.

Our goal is to minimize the burdens standing between our clients and their financial freedom so they can focus on enjoying the moment. Our clients expect a high-touch white-glove experience and this role plays a big part in making them feel known welcomed and taken care of. We are looking for a dedicated self-directed Client Service Administrator who shares these values and is excited to grow with us as we serve our community and beyond.

Position Overview

As the Client Service Administrator you will take a leadership role in ensuring an exceptional client experience while supporting our financial advisors. This position involves managing complex client service requests overseeing operational workflows ensuring compliance and driving process improvements. Additionally youll manage incoming calls and schedule appointments. If you are highly organized proactive and thrive in a collaborative environment this role offers an opportunity to make a significant impact.

What Were Looking For

• Advanced Organizational Skills: Skilled at managing multiple priorities and complex processes with precision.
• Exceptional Communication: Strong verbal and written communication skills for client interactions and team coordination.
• Technical Expertise: Proficient in Microsoft Office Suite; advanced experience with CRM systems and financial platforms preferred.
• Industry Expertise: In-depth knowledge of financial services securities compliance practices and regulatory requirements.
• Strategic Thinker: Capable of identifying process improvements and implementing best practices.

Key Responsibilities

Client Service & Administrative Leadership

• Serve as a primary point of contact for client inquiries providing timely and professional responses.
• Oversee preparation and processing of client applications transfers and service requests with accuracy and efficiency.
• Maintain and audit client records for compliance and operational integrity.
• Coordinate with custodians and sponsor companies to resolve service issues.

Compliance & Documentation

• Ensure strict adherence to firm and industry compliance standards.
• Prepare and process client applications transfers and service requests accurately.

Operational & Team Support

• Lead CRM data integrity initiatives and generate advanced reports for business analytics.
• Support advisors with high-level meeting preparation including complex reports and presentation materials.

Tax Preparation Support

• Prepare tax questionnaire and tax preparation deliverable for mailing to clients.
• Maintain tax database and track status of tax filings
• Process and deliver client tax documents to financial advisors.

Compensation & Benefits

• Subsidized Health insurance
• Fully covered Life AD&D Dental and Short- & Long-term Disability
• Paid holidays vacation and sick days 21 or 23 days
• 401(k) retirement plan non-discretionary 3% match
• Professional development and licensing support
• Growth opportunities within the firm

Requirements

• In Office 4 days a week 1 day remote (excluding tax season)
• Bachelors Degree
• Financial Office Experience (minimum 4 years; 7 years preferred)
• CRM experience required

Required Experience:

IC