Service Administrator

Service Administrator

Summary Our Service Team consistently strives for service excellence. Service Administrators work with our Service team and provide support to our Financial Advisors. This role goes beyond day-to-day client support and requires a strategic approach to managing client needs, improving service processes, and supporting our financial advisory team in delivering best-in-class financial guidance. You will bring extensive experience in financial services, excellent relationship‑building skills, and a commitment to improving the client experience at every interaction.

This is a full-time, exempt role based out of our Indianapolis office and requires 5 days of in‑office work.

• Strategic Client Relationship Management
  • Act as the primary liaison for clients, providing exceptional service and proactively addressing client needs and inquiries
  • Develop and nurture long‑term client relationships, understanding their financial goals, preferences, and expectations
  • Anticipate client needs, manage escalated issues, and ensure timely and accurate communication
  • Work alongside advisors to educate clients on available services, online tools, and other resources to enhance their experience and engagement with the firm
  • Understand department workflows, policies, and procedures to submit requests correctly and timely
• Leadership
  • Reports to the Service Team Lead, providing feedback, and mentoring associates within the Service teams
  • Ensure consistent, high‑quality service and fostering a client‑centered culture
  • Implement and refine client service processes to increase efficiency and enhance the overall client experience
  • Ensure compliance with regulatory and firm standards for client communication, documentation, and account management
  • Coordinate with internal teams, including advisory and operations, to resolve complex client requests and streamline service delivery
• Advanced Account Management & Oversight
  • Ensure accurate execution of trades, account transactions, and client distributions while maintaining strong data integrity
  • Collaborate with custodians and back‑office teams to troubleshoot issues, manage account transfers, and ensure seamless account maintenance
• Operations
  • Ensures a seamless onboarding experience and works with clients to set a great first impression
  • Coordinates client appointments, processes requests received from advisors and clients
  • Provides notary services for client transactions
  • Achieves high quality and accuracy of work
  • Answers phone calls and emails from clients, always following up with each client’s request
  • Prepares and processes client paperwork

• 10+ years in the Financial Services industry, preferably at an RIA or Wealth management firm
• Bachelor’s degree in finance, business, or a related field; advanced certifications (e.g., CFP®, CFA®) preferred
• Strong relationship management skills
• Advanced proficiency in CRM systems, custodial platforms, and financial planning software
• Demonstrated leadership abilities with a track record of process improvement and client satisfaction
• Excellent communication, problem‑solving, and analytical skills with a high level of accuracy and attention to detail
• Advanced understanding of regulatory requirements for RIAs, including familiarity with SEC and FINRA guidelines
• Excellent verbal and written communication skills
• Ability to multi‑task and prioritize work daily with frequent interruptions
• Flexible and embraces change
• Strong team player and approachable
• High degree of professionalism
• Proficient with Microsoft Office applications

• Works in an office environment
• Requires extended periods of sitting or standing at a desk, talking on the phone, and typing
• Use hands, fingers to constantly operate a computer and office equipment, such as copy machine and printer
• Occasionally move about inside the office to access file cabinets, office equipment, etc.
• May carry or lift weight up to 10 lbs. in very limited occurrences

• Medical:
  Blue Shield (PPOs and HDHP with HSA) plans and Kaiser (HMO) plans for California associates
• Dental insurance with Met Life
• Vision insurance with VSP
• Optional supplemental benefits
• Healthcare savings accounts with company contribution
• Flexible spending accounts
• Flexible working arrangements
• Generous 401K contributions
• Exempt associates qualify for our flexible paid time off policy
• Non-Exempt associates will receive 15 days of paid time off annually during the first three years of employment
• 11 Paid Holidays
• Option to participate in our Equity Purchase Program
• Future growth opportunities within the company

Location:

Indianapolis, IN

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