Client Service Associate

Job Summary
The Client Service Associate is a key operational role that keeps our client experience running smoothly from first engagement through ongoing service. You’ll be the behind-the-scenes engine that ensures new clients are onboarded efficiently, paperwork is handled accurately, and nothing falls through the cracks. This is a perfect role for someone who finds deep satisfaction in checking every box, following a clear system, and supporting a collaborative team.

Client Onboarding Support (~50%)

• Guide new clients through the document collection, information gathering, and account linking processes with a friendly, organized approach

• Maintain accurate and up-to-date task tracking in our CRM (HubSpot) to ensure every onboarding step is completed on schedule

• Proactively follow up with clients who fall behind on onboarding requirements, balancing persistence with professionalism

• Coordinate with planners and advisors to ensure seamless handoffs at each stage of the client journey

• Flag onboarding issues or bottlenecks to leadership before they become problems

Office & Operations Support (~50%)

• Prepare and process investment account transfer paperwork, account openings, and custodial documentation (primarily Schwab)

• Follow up with clients who have overdue account-related tasks or outstanding documentation

• Support the Office Manager with day-to-day administrative tasks as needed

• Help maintain organized digital files, records, and workflows across our systems

• Assist with other operational projects as the firm continues to grow and scale

Who You Are

You’re the kind of person who reads the instructions before assembling the furniture. You love a checklist, you notice when something’s out of place, and you take genuine pride in getting the details right. Specifically:

• Detail-obsessed: You catch the errors others miss and take pride in accuracy. Typos, missed steps, and incomplete records bother you—and that’s a strength here.

• Process-driven: You thrive when there’s a clear system to follow. You don’t need to reinvent the wheel—you’d rather perfect the one that’s already rolling.

• Reliable and consistent: You love routine, predictability, and knowing exactly what’s expected. You show up, follow through, and deliver every single day.

• A true team player: You’re not trying to be the star—you want to make the whole team better. You communicate clearly, ask for help when needed, and pitch in wherever you can.

• Warm and professional: Our clients are often navigating one of the biggest financial transitions of their lives. You bring patience, empathy, and a calm presence to every interaction.

Qualifications

Required

• 1–3 years of experience in an administrative, client service, or operations role

• Strong organizational skills with excellent attention to detail

• Comfortable working in a CRM and managing task-based workflows

• Proficiency with Google Workspace (Gmail, Sheets, Docs, Calendar)

• Excellent written and verbal communication skills

• Ability to work in-office full-time at our Woodland Hills, CA location

Preferred

• Prior experience in financial services, wealth management, or insurance

• Familiarity with HubSpot CRM

• Experience with Schwab or other custodial platforms

• Knowledge of investment account types (IRAs, brokerage, 401(k) rollovers, etc.)

Compensation & Benefits

• Starting salary: $50,000 – $60,000 depending on experience

• Opportunity to grow with a fast-scaling firm with clear advancement paths

• Collaborative, supportive team culture that values your contributions

• Meaningful work helping real people build confidence in their retirement

How to Apply

If this sounds like the kind of role where you’d do your best work, we’d love to hear from you. Please submit your resume and send us a 60-90 second loom video with a brief introduction to yourself, your most recent related work experience, and why you think you would make a good addition to our team.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) 3% Match
• Health insurance
• Paid time off

Work Location: In person