Client Services Administrator
Job in
Fort Lauderdale, Broward County, Florida, 33336, USA
Listed on 2026-01-23
Listing for:
Associated Financial & Investor Services
Full Time
position Listed on 2026-01-23
Job specializations:
-
Administrative/Clerical
Job Description & How to Apply Below
Role Purpose
Serve as a high-trust Client Service Administrator who delivers white-glove servicing, coordinates workflows across advisors and operations, supports specialized projects, and executes or coordinates trading/reallocations—while enabling efficient multi-advisor meeting coordination in an ensemble environment.
Core Responsibilities- Schedule client meetings across multiple advisors and internal specialists (e.g., planning, investments, retirement, benefits) based on client needs—not tied to one advisor’s calendar ownership.
- Coordinate meeting logistics end-to-end: confirmations, attendee alignment, meeting links/rooms, and required pre-work.
- Ensure the right team is in the room: match agenda items to the appropriate internal resources and ensure coverage/backup when needed.
- Maintain consistent meeting workflows (templates, agendas, pre-meeting checklists), without owning advisor calendar upkeep.
- Act as a primary point of contact for client service requests, delivering proactive communication, clear expectations, and tight follow-through.
- Manage servicing items including (as applicable): distributions, deposits, address/bank changes, beneficiary updates, paperwork, check requests, money movement, and ongoing account maintenance.
- Escalate and route requests appropriately within the ensemble (advisor vs. operations vs. investment team), ensuring ownership does not get lost.
- Manage account opening and maintenance workflows across account types (taxable, IRA/Roth, trust, etc.) in coordination with Operations.
- Submit items in good order with correct documentation, required approvals, and compliant records.
- Track requests from initiation through completion; provide status updates to clients and internal stakeholders.
- Execute or coordinate trading, reallocations, and model implementation per firm process, approvals, and documentation standards.
- Liaise with Operations and investment team to resolve trade breaks, restrictions, funding timing, and post-trade follow-through.
- Own or lead specialized workflows that support scale and consistency in an ensemble:
- Cost basis research, corrections, and updates
- RMD calculations and maintenance of master RMD tracking lists
- SIMPLE IRA annual forms and ongoing maintenance
- Morningstar specialty support (reports/templates/requests)
- Client portal access set-up and troubleshooting
- Coordination with third-party trustees for trust account processes and follow-through
- Support and uplift other admins by documenting procedures, providing guidance, and serving as a resource for complex/HNW requests.
- Ensure handoffs between advisors, admins, and Operations are clean and documented so any team member can step in seamlessly.
- Maintain tracking systems and dashboards (service request logs, RMD lists, project lists) to prevent bottlenecks and “dropped balls.”
- Operates as a firm resource, not “assigned to one advisor.”
- Comfortable supporting multiple advisors/teams with competing priorities while maintaining fairness, transparency, and service consistency.
- Strong at handoffs, shared ownership, and making the “next best action” obvious to the team.
- Polished, calm communicator with proactive updates and excellent follow-through.
- High empathy with firm, professional boundaries.
- Checklist-driven and detail-obsessed; low error tolerance.
- Strong prioritization and triage skills; escalates early with solutions.
- Self-directed, takes initiative, drives items to completion, documents thoroughly.
- Process-improvement oriented (simplifies workflows, reduces NIGO, improves cycle times).
- Learns platforms quickly; can troubleshoot, document SOPs, and train others.
- Comfortable with CRM/custodian platforms, Excel, portals, and reporting tools.
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