Seneca House Advisors
The Client Services Associate plays a critical role in delivering a seamless, high-quality client experience through hands‑on account servicing and daily operational support. The ideal candidate is organized, detail‑oriented, and passionate about providing exceptional administrative and account‑based service. Experience working with Charles Schwab Advisor Center is strongly preferred. The Client Services Associate reports to the Client Services Manager.
Key Responsibilities Client Account Servicing & Paperwork
Prepare, process, and track all forms and applications including account opening and maintenance requests through custodian platforms (primarily Charles Schwab)
Prepare, process, and track firm agreements, disclosures, and compliance forms via pre‑formatted DocuSign templates
Prepare client correspondence to support account setup and follow‑up tasks
Systems & Compliance Support
Maintain CRM software and contact management database to keep current for sorting, reporting, scheduling, and tracking purposes
Upload and organize digital files in compliance with documentation standards
Track all in‑process paperwork and service items; report weekly to manager
Administrative and Office Coordination
Answer and direct incoming calls with professionalism as needed
Greet clients in person and manage hospitality needs as needed
Participate in special projects across teams as needed
Qualifications & Experience
Bachelor’s degree and/or equivalent experience in financial services
2‑4 years of administrative or client service experience in a financial, banking, or investment environment
Proven accuracy and efficiency handling account documentation and operational tasks
Strong working proficiency with Microsoft Office (Excel, Outlook, Word with Mail Merge)
Strong working proficiency with Adobe Acrobat strongly preferred
CRM system experience strongly preferred
Familiarity with account structures, investment products, and custodial workflows (especially Schwab) preferred
Knowledge of tax forms and reporting standards preferred
Passion for outstanding service and operational excellence
High ethical standards and absolute discretion with client information
Reliable, organized, and able to prioritize under pressure
Self‑starter with the ability to find answers and solve problems independently
Strong written and verbal communication skills
Collaborative team player with a professional demeanor
Desire to grow within a fast‑paced, evolving wealth management firm
Job Type
Full‑time
Benefits
401(k)
401(k) matching
Paid time off
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Key Responsibilities Client Account Servicing & Paperwork
Prepare, process, and track all forms and applications including account opening and maintenance requests through custodian platforms (primarily Charles Schwab)
Prepare, process, and track firm agreements, disclosures, and compliance forms via pre‑formatted DocuSign templates
Prepare client correspondence to support account setup and follow‑up tasks
Systems & Compliance Support
Maintain CRM software and contact management database to keep current for sorting, reporting, scheduling, and tracking purposes
Upload and organize digital files in compliance with documentation standards
Track all in‑process paperwork and service items; report weekly to manager
Administrative and Office Coordination
Answer and direct incoming calls with professionalism as needed
Greet clients in person and manage hospitality needs as needed
Participate in special projects across teams as needed
Qualifications & Experience
Bachelor’s degree and/or equivalent experience in financial services
2‑4 years of administrative or client service experience in a financial, banking, or investment environment
Proven accuracy and efficiency handling account documentation and operational tasks
Strong working proficiency with Microsoft Office (Excel, Outlook, Word with Mail Merge)
Strong working proficiency with Adobe Acrobat strongly preferred
CRM system experience strongly preferred
Familiarity with account structures, investment products, and custodial workflows (especially Schwab) preferred
Knowledge of tax forms and reporting standards preferred
Passion for outstanding service and operational excellence
High ethical standards and absolute discretion with client information
Reliable, organized, and able to prioritize under pressure
Self‑starter with the ability to find answers and solve problems independently
Strong written and verbal communication skills
Collaborative team player with a professional demeanor
Desire to grow within a fast‑paced, evolving wealth management firm
Job Type
Full‑time
Benefits
401(k)
401(k) matching
Paid time off
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