CLIENT ASSOCIATE JOB DESCRIPTION

A Client Associate is the day-to-day operational anchor between a Wealth Advisor and the clients they serve. This is not a generalist support seat: the role carries direct accountability for account maintenance, trade documentation, KYC and AML compliance, and portfolio reporting under Series 7 or Series 65 licensing requirements. Advisors depend on the Associate's output before every client meeting. Get it wrong, and client trust erodes before a word is spoken.

As the Client Associate, you manage the operational and administrative layer that keeps client relationships accurate, compliant, and responsive, from account opening through ongoing portfolio oversight. The position sits within a Wealth Advisor's team, with day-to-day coordination spanning operations, compliance, and trading desks to ensure every client deliverable is complete and on time.

Career Impact: Earning and maintaining Series 7 or Series 65 licensure in this role builds the regulated advisory credentials that open doors to Client Advisor and Wealth Advisor progression.

Business Impact: Wealth Advisors can only scale their books when client data, trade documentation, and compliance filings are accurate, this role is what makes that scale possible.

Growth Opportunity: Consistent exposure to portfolio rebalancing, investment analysis, and client meeting preparation positions you to move into a Senior Associate or junior advisory role within three to five years.

• Manage account opening and onboarding for new and existing clients, including collection of documentation and regulatory compliance steps.
• Maintain client account records, update CRM and portfolio systems daily to reflect current holdings, instructions, and contact information.
• Perform portfolio rebalancing and basic investment analysis under the direction of a senior advisor, in accordance with each client's plan.
• Prepare reports, presentations, and financial analyses for client meetings, coordinating proofing and timely delivery with the wider team.
• Review account activity to verify accuracy, confirm transaction settlement, and reconcile fees and trading credits.
• Ensure completion of KYC, AML, and other regulatory documentation for all client accounts, applying written policies and procedures with precision.
• Liaise with operations, compliance, trading desks, and external custodians to resolve processing issues and maintain service level standards.

• Bachelor's degree in finance, accounting, economics, or a related field, or equivalent work experience.
• 2 or more years of client service or account operations experience, with demonstrated exposure to financial products or investment reporting.
• Series 7 and Series 66, or Series 65, licensure held or obtained within the first 180 days of employment.
• Strong working knowledge of financial planning concepts, portfolio reporting terminology, and investment account structures.
• Proven ability to manage competing priorities under tight deadlines while maintaining high accuracy and attention to detail.
• Excellent written and verbal communication skills, including the ability to explain complex account information clearly to clients.
• Demonstrated ability to handle confidential client information with discretion and in compliance with firm policies.

• Prior experience with investment account onboarding, including hands-on handling of custodian paperwork and subscription documents.
• Familiarity with portfolio accounting, performance reporting platforms, or CRM systems used in wealth management.
• Exposure to trust administration, AML screening workflows, or compliance review processes within a regulated financial environment.
• Knowledge of basic tax or estate planning concepts relevant to high-net-worth client portfolios.

• Account data accuracy rate, measured against daily reconciliation of holdings, cash postings, and trade records.
• Client documentation turnaround time, reflecting how quickly account opening and maintenance requests are completed and compliant.
• KYC and AML completion rate per audit cycle, tracking adherence to regulatory documentation standards across all owned accounts.
• Portfolio report delivery timeliness, measured against the scheduled cadence of client meeting preparation deadlines.
• Trade instruction error rate, reflecting accuracy of entered instructions relative to total instructions processed in a period.
• Typical tools: Portfolio accounting and reporting software (commonly Orion or Tamarac); CRM platforms (commonly Salesforce or Redtail); office productivity (Microsoft Excel, Word, PowerPoint).

• Base Salary Range: $50,000 - $72,000 annually, depending on licensure and experience
• Bonus: Discretionary performance bonus, typically 5-10% of base salary
• Equity: Not commonly offered at this level in financial services
• Health Benefits: Medical, dental, and vision coverage; employer contribution standard
• PTO: 15-20 days annually, plus federal holidays
• Common Perks: Licensing exam reimbursement, continuing education support, 401(k) with employer match

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background checks, including credit history review relevant to this position's fiduciary responsibilities, are a condition of employment. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to individuals with disabilities upon request. Candidates must be authorized to work in the United States.

The Client Associate delivers internal account management support to the sales team, assembling contracts, maintaining CRM data quality, and routing qualified leads to accelerate revenue opportunities across active and inactive customer portfolios. Reporting to a Client Partner Director, the role supports Client Partners across the full division by coordinating renewal prep, RFP content, resource scheduling, and sales presentation development.

Key Responsibilities

• Assemble and coordinate detailed contracts, managing each to its expected timeline.
• Maintain client information in the CRM system, including key contact names and current and previous systems, to ensure data quality.
• Support the change order process and contract renewal process for ongoing services and add-on project work.
• Ensure all data in the CRM system matches project deployment scope upon project start.
• Support contract renewal opportunities for all customers in the division, including prep work for annual reviews.
• Support the reference process and overall program.
• Manage, track, and schedule resource requests and assignments for services scoping calls.
• Research bounced email contacts, update new location information, and notify the sales team as appropriate.
• Research company intelligence on active and inactive customers and route qualified leads internally.
• Provide input on the competitive intelligence program.
• Provide RFP content support for post-production service proposals.
• Support development of sales presentation content.
• Support contact management for inactive and dormant accounts.

Required Qualifications

• 1 to 2 years of experience in an inside sales, business development, sales support, or account management role.
• Proficient in Microsoft Office Suite.
• Experience with Salesforce is helpful but not required.
• Technical writing ability.
• Excellent verbal and written communication skills.
• Ability to manage time, customer demands, and competing priorities with a high focus on customer service.
• Ability to work with cross-functional teams.

Embedded within the client services team, the Client Associate leads clients through onboarding, project management, and account expansion while identifying revenue opportunities and delivering creative solutions to unique challenges. Working closely with multiple stakeholders across client organizations, the role builds and nurtures partnerships that drive measurable results and long-term account growth.

Core Functions

• Lead clients through the full client lifecycle, from onboarding through project management and account expansion.
• Understand client needs and identify opportunities to capture revenue.
• Serve as a trusted advisor to help clients access expert advisors and research participants.
• Find creative solutions to unique client challenges and contribute to building new capabilities.
• Build and nurture relationships with multiple stakeholders within client teams to solidify partnerships and deliver results.

Qualifications & Experience

• Experience in a related area such as recruiting, sales, customer success, or project management.
• Experience managing complex accounts or projects with sophisticated clients.
• Excellent communication skills, both written and oral, including active listening.
• Outstanding organizational skills with the ability to multitask, prioritize, and manage workflow effectively.
• Strong attention to detail with the ability to follow through and follow up consistently.
• Demonstrated ability to work independently as a self-starter.
• High level of intellectual curiosity.
• Positive attitude and team-oriented approach.

Reporting to the financial advisor, the Client Associate shapes the growth of the advisory practice by supporting new client acquisition, maintaining management systems, and preparing materials for client meetings across branding, reporting, and documentation functions. Partnering with the broader team, this role contributes to marketing event planning, calendar management, and the delivery of accurate account services education to clients.

Primary Duties

• Contribute to the growth of a financial advisor's practice through internal and external branding, strategic partnerships, and new client acquisition.
• Develop and maintain the team's brand.
• Keep management systems up-to-date with current client information.
• Educate clients on account services and capabilities.
• Help with the preparation of reports and other materials for client meetings.
• Collect required documentation for opening new accounts and processing service requests.
• Plan team marketing events and maintain marketing materials.
• Provide the team with a detailed calendar of activities.

Education & Experience

• Bachelor's degree or equivalent.
• Series 7 and Series 66 required.
• 1 to 5 years of experience in client service within the finance sector.
• Proficient in Microsoft Office Suite.
• Excellent communicator with solid interpersonal skills.
• Detail-oriented with strong follow-through.

Sitting at the intersection of client relationship management and portfolio oversight, the Client Associate builds and maintains client relationships while assisting in the delivery of goals-based financial planning solutions and managing portfolios in coordination with the financial advisor. Operating across an active client base, the role supports prospecting, periodic portfolio rebalancing, and ongoing monitoring of client progress toward financial milestones.

Duties

• Build and maintain relationships with clients.
• Assist in the delivery of goals-based financial planning solutions.
• Review and monitor client progress toward goals and milestones in accordance with the client's plan.
• Work with the financial advisor to manage client portfolios.
• Rebalance portfolios periodically.
• Actively seek out knowledge of all products, services, and systems.
• Support prospecting of new clients.

Skills & Qualifications

• 1 to 2 years of experience in a financial support environment.
• In-depth understanding of financial planning concepts.
• Proficient in Microsoft Office and Outlook.
• Strong customer service skills.
• Results-driven with a proactive approach.

A key member of the client services team, the Client Associate owns account setup, documentation management, and compliance support activities, including know-your-client and anti-money laundering requirements across a portfolio of client accounts. Collaborating across client-facing professionals and internal teams, the role ensures account information is accurate, files are organized, and all service requests are completed with a high standard of attention to detail.

Day-to-Day Responsibilities

• Prepare and review various client documentation.
• Set up, input, and monitor client and account information.
• Initiate account opening, account maintenance, and money movement requests.
• Manage incoming and outgoing documentation, both electronic and physical, for the team.
• Perform client service activities for client-facing professionals.
• Support compliance and anti-money laundering program requirements.
• Upload and organize account statements and financial documents.
• Complete know-your-client account documentation accurately and update systems to reflect current client account information.
• Prioritize and follow up on tasks on time.
• Organize and maintain client files.

Experience & Qualifications

• Bachelor's degree preferred.
• 2 to 3 years of financial services experience, preferably in a client service or investment operations role.
• Knowledge of financial markets or investments is a plus.
• Familiarity with investment reporting platforms is a plus.
• Proficient in Word, Excel, Outlook, and PowerPoint.
• Ability to work under tight deadlines and balance multiple priorities.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Attention to detail with the ability to apply written policies and procedures in practice.

Sound portfolio reporting and timely financial analysis for client meetings depends on the Client Associate, who builds financial models and client materials under the guidance of senior professionals while attending meetings and completing all follow-up work. Based within a structured team environment, the role supports firm initiatives in financial planning and investment solutions, maintaining client files and fostering internal relationships that keep the team operating efficiently.

Accountabilities

• Gather, organize, and synthesize client data.
• Rebalance portfolios and perform basic investment analysis with direction from senior professionals.
• Review and compile reports and presentations for client meetings.
• Analyze and resolve basic client issues using sound judgment based on experience.
• Support firm initiatives related to financial planning and investment solutions.
• Assist clients with firm and custodian paperwork as needed.
• Attend and participate in client meetings.
• Update client files and records as appropriate.
• Build internal work relationships to enhance team efficiency.
• Seek and apply coaching and feedback from senior team members.

Education & Experience

• Bachelor's degree in finance, accounting, tax, or a related field.
• Series 65 required within the first 120 days of employment.
• 0 to 3 years of experience in the financial services industry.
• Strong financial analytical and planning skills.
• Proficient in Word, Excel, PowerPoint, and Outlook.
• Relevant exposure to CRM and financial services software.
• Highly organized, detail-oriented, and able to multitask.
• Strong work ethic, professional demeanor, and client service focus.
• Excellent verbal and written communication skills.
• Ability to demonstrate the highest personal ethics, integrity, and confidentiality.

As the Client Associate, this role maintains and grows a portfolio of commercial accounts across multiple energy market segments by negotiating renewals, managing debt levels, and developing upsell opportunities with key stakeholders. The client management team relies on this work to ensure contracted scope is delivered on time, commercial agreements are renewed ahead of expiry, and clients-at-risk are resolved before they affect retention.

Job Functions

• Maintain regular dialogue with key contacts while identifying and developing upsell opportunities and targeting further stakeholders within client organizations to develop additional sales revenue.
• Ensure client commercial agreements are negotiated and renewed ahead of the expiry date, negotiating fee increases in line with inflation at a minimum.
• Arrange client meetings in person or via web conferencing to promote the business through presentations and existing account analysis.
• Ensure age of debt is maintained at agreed levels.
• Create an account management plan for each account under ownership.
• Own the resolution of the clients-at-risk process.
• Maintain ongoing working knowledge of key supply products, including risk management, carbon compliance, and data management.
• Coordinate with the client management team to ensure contracted scope is delivered on time and resolve any issues.

Position Requirements

• Excellent energy market knowledge.
• Commercial, risk management, and negotiation skills.
• Exemplary communication skills at all levels of business.
• Charismatic, energetic, and reassuring presence.
• Problem ownership skills with a solutions-focused mindset.
• Positive leadership skills.
• Fluency in Dutch and/or French, in addition to English.

Client Associate supports the employee benefits client service cycle, maintaining records in the document management system and assisting client service managers with RFP preparation, vendor coordination, and client presentation development to help the team retain business. Success in the position means completing the employee benefits curriculum, observing open enrollment presentations, and upholding the highest ethical standards in all client-facing and administrative work.

What You'll Do

• Learn and support the client service cycle for employee benefits to ensure a seamless renewal process and help retain business.
• Familiarize yourself with the insurance industry and professional standards, including the peer review process that ensures quality in client deliverables.
• Assist client service managers with the preparation of RFPs, coordinate vendor responses, and create client presentations.
• Observe and learn how to present effectively in open enrollment meetings, participate in client calls, and respond to clients via email.
• Establish positive relationships within the office and provide administrative support as needed.
• Maintain up-to-date records in the document management system.
• Complete the employee benefits curriculum and develop knowledge through team collaboration.
• Exemplify the highest ethical standards and promote ethical behavior throughout all work.

Knowledge, Skills & Abilities

• High School Diploma or 1 year of equivalent experience, Bachelor's degree preferred.
• Life and Health License, or to be obtained within the first 90 days of employment.
• Entry-level position requiring no previous job-related experience.
• Proficient in Microsoft Office.
• Basic math skills.
• Excellent verbal and written communication skills.
• Resilient and adaptable in the face of shifting priorities.
• Capable of developing professional relationships with internal and external partners.
• Ability to clarify priorities and manage time effectively.
• Committed to continuous professional development and personal efficiency improvement.

The Client Associate produces seamless client experiences for Wealth Advisors and their clients by managing account opening, daily account activity review, trade documentation, and execution reporting across a diverse suite of products. Reporting to Wealth Advisors and coordinating with branch management, compliance, and middle office teams, the role ensures every client interaction and transaction is handled with accuracy, professionalism, and regulatory compliance.

Role Responsibilities

• Provide support across a diverse suite of products, including mastering product-specific applications, building relationships with trading desks, ensuring completion of necessary trade documentation, and delivering timely execution reporting to clients.
• Serve as a liaison between the sales team, branch management, compliance, and various other business units throughout the firm.
• Manage the account opening process for new and existing clients, including collection of account-specific information, recording information via the electronic account-opening system, and retrieving executed documentation in compliance with regulatory procedures.
• Review client account activity daily to ensure overall accuracy, proper settlement of transactions, and reconciliation of sales credits and fees.
• Perform account maintenance including money transfer requests, address changes, and related tasks.
• Complete ad hoc client-related projects as needed.

Professional Experience

• Series 7 and Series 66 licenses required, to be obtained within 180 days of start date.
• 2 or more years of financial services experience.
• Ability to communicate effectively with clients and maintain professionalism in difficult situations.
• Experience with Word, PowerPoint, and Excel.
• Demonstrated ability to work independently in a high-pressure environment.
• Proactive in recognizing and anticipating client needs with strong follow-through.

Embedded within the Client Advisor's team, the Client Associate develops reports explaining complex asset allocation, performance, and risk management concepts while maintaining client accounts, verifying data, and prioritizing daily deliverables across multiple client relationships. Working closely with Operations, Technology, and external investment sponsors, the role ensures portfolio reporting is accurate and timely, trade instructions are entered correctly, and client expectations are managed with clear communication and strict compliance adherence.

Scope of Work

• Handle operational aspects of client accounts, including reporting on account holdings and investment performance, posting daily cash activity, and entering trade instructions.
• Liaise with internal teams such as Operations and Technology, as well as external investment sponsors, to review daily processing of data in relevant accounts and ensure reporting deliverables are accurate, complete, and timely.
• Coordinate with team members to proof reports and deliver them, with execution instructions, in time for client meetings.
• Perform one-off financial research requests using third-party data and internal systems.
• Keep the Client Advisor and senior associates informed of the status of client relationships and related tasks, escalating client issues as appropriate.
• Field general questions from clients, manage client expectations by balancing needs and resources with deliverables, and escalate new client requests to ensure proper scope of services is addressed.
• Serve as back-up to other associates when necessary.
• Maintain ownership and accountability for all clients serviced, communicating clearly, maintaining careful records, and following compliance policies and procedures.

Background & Experience

• Bachelor's degree required, with coursework in Finance, Accounting, Economics, or Statistics preferred.
• Series 7 license preferred, or willingness to obtain required licensing.
• At least 2 years of customer service experience within banking or finance, or equivalent experience.
• Experience in account servicing roles, including onboarding of new accounts, is a strong advantage.
• Basic understanding of investments and portfolio reporting terminology.
• Highly proficient in Microsoft Office, with emphasis on Excel, Word, Access, and PowerPoint.
• Ability to work well independently and as part of a team.
• Ability to multitask and reassess priorities as situations arise.
• Detail-oriented with strong attention to accuracy and deadlines.
• Excellent interpersonal skills with the ability to exercise discretion with confidential matters.
• Strong written and verbal communication skills with the ability to express ideas clearly and concisely.

Reporting to team leadership, the Client Associate refines the client experience across a portfolio of banking relationships by performing banking transactions, anticipating client needs, and developing business solutions that align with the organization's financial and market development goals. Partnering with peers across business lines, the role maintains operational integrity, upholds regulatory and legal compliance controls, and contributes to a positive and ethical working environment.

Performance Expectations

• Recognize and act upon opportunities to build relationships by anticipating client needs, providing services to meet those needs, helping clients connect with other business partners, and sharing relevant information and resources.
• Maintain confidentiality of all client information.
• Work collaboratively with peers and across business lines to develop and improve processes, procedures, and business solutions that add value and enhance the overall client experience.
• Adhere to operational controls, including legal, departmental, and regulatory procedures, to ensure the safety and security of client and bank assets.
• Support sales and service activities of the team and refer opportunities to business partners where appropriate.
• Challenge established processes by sharing resourceful ideas and solutions.
• Keep abreast of policies, practices, trends, fraud alerts, and information affecting the business and organization.
• Maintain the operational integrity of the office, including control of assets, negotiable instruments, and required periodic reporting.
• Adhere to established service level agreements with various departments.
• Contribute to a positive, ethical, and respectful working environment.

Minimum Qualifications

• High School Diploma or GED required, advanced degree preferred.
• At least 3 years of experience in the financial industry.
• Knowledge of relevant legislation about the financial industry.
• Knowledge of business practices, bank products and services, and bank policies and procedures.
• Proficient in Microsoft Office.
• Excellent interpersonal skills with strong verbal and written communication skills.
• Exceptional multitasking, time management, organizational, and prioritization skills.

Sitting at the intersection of trust administration and client relationship management, the Client Associate manages and facilitates trust expense payments and client instructions with accuracy, timeliness, and full compliance with relevant policies while supporting the client management team across a broad range of operational and reporting activities. Operating across internal custodian relationships, KYC and AML compliance requirements, and fund governance frameworks, the role serves as the first point of contact for payment and bank account queries from both internal and external stakeholders.

Areas of Ownership

• Administer trust payments and expenses with the internal custodian.
• Validate and check clients' proper instructions and payment files, arranging required approvals within the client management team.
• Liaise with internal stakeholders to ensure successful completion of payments and client instructions.
• Build and maintain operational relationships with clients by clearly communicating processes to ensure they understand how to engage for the best possible outcomes.
• Serve as the first point of contact for all queries relating to payments and bank accounts.
• Manage large volume and high value payments.
• Arrange bank account openings and closures, working with internal stakeholders as required.
• Facilitate view access to bank accounts for both internal and external stakeholders.
• Ensure required KYC, AML, and third-party access forms are completed for clients and trusts.
• Support the client management team with trustee activities, finance matters including debtors and billing, data maintenance, board reporting preparation, scheme document records, and ad hoc projects as needed.
• Maintain working knowledge of all clients owned by the team to provide back-up coverage and operational flexibility.
• Develop a sound understanding of the legal, regulatory, and operational frameworks governing funds.

Experience & Qualifications

• Business, Accounting, Economics, or Law degree desirable.
• 2 or more years of experience in payments, data verification, financial services, or a related field.
• Knowledge of fund structures desirable.
• Excellent payment and data verification skills.
• Strong attention to detail.
• Great client communication skills.
• Ability to manage and prioritize multiple tasks.