Client Service Associate – Family Office Operations

A growing financial services firm is seeking a high-integrity, service-oriented Client Service Associate to support day-to-day operations across client onboarding, account administration, and bill payment support. This role involves working closely with senior leadership and acting as a key point of contact for clients, delivering a high-touch experience in a discreet and professional manner.

The ideal candidate is detail-oriented, proactive, and comfortable managing workflows behind the scenes in a fast-paced, client-centric environment.

Responsibilities:

Client Onboarding & Account Setup

• Coordinate the intake and onboarding process for new clients, including document collection, account setup, and scheduling.
• Track tasks, permissions, and deliverables to ensure a smooth and organized client experience.
• Serve as a point of contact throughout the onboarding process.

Bill Pay & Vendor Support

• Manage and process client bill payments, ensuring accuracy, proper coding, and timeliness.
• Maintain vendor records, W-9s, and digital files in secure internal systems.
• Monitor recurring expenses and assist with expense tracking.

Account & Administrative Support

• Assist with account maintenance tasks such as submitting paperwork, facilitating money movements (ACH, wires), and monitoring tax and compliance-related activities.
• Liaise with internal teams and external partners to execute requests while maintaining a white-glove experience for clients.

High-Touch Client Service

• Handle day-to-day client service requests with discretion and professionalism.
• Maintain detailed records of tasks and client preferences in internal tracking systems.
• Deliver proactive communication and follow-up to ensure high levels of satisfaction.

Qualifications:

• 5+ years of experience in client service, operations, or administrative support; experience in financial services, family office, or wealth management preferred.
• Strong understanding of bill pay processes, client confidentiality, and administrative best practices.
• Familiarity with financial institutions and basic knowledge of money movement protocols (e.g., ACH, wires).
• Highly organized and detail-focused with excellent communication and follow-up skills.
• Comfortable supporting high-net-worth individuals and maintaining confidentiality.

Preferred:

• Experience with QuickBooks Online, Bill.com, CRM/task tracking tools (e.g., Asana), and Microsoft Office.
• Basic understanding of financial statements or investment service requests is a plus.
• Ability to work independently while effectively collaborating across teams.