Client Service Specialist

GENERAL JOB DESCRIPTION

Active member of the Wealth Management Group responsible for delivering high-quality client service and operational support. Manages account-related service, onboarding, and ongoing maintenance for MAI Wealth Management clients.

MAJOR DUTIES AND RESPONSIBILITIES

• Serve as a primary point of contact for client service needs, delivering timely, responsive, and professional support
• Manage day-to-day client service requests, ensuring accurate and efficient resolution of all account-related matters
• Coordinate and execute client money movement requests, including wires, journals, and transfers, in accordance with firm policies and procedures
• Prepares MAI annual retainer, initial financial plan fee agreements, Investment Advisory Agreements, Investment Policy Statements, Private Asset and Outside 401k documents.
• Oversee new account onboarding from initiation through completion, ensuring all documentation, compliance, and operational requirements are met
• Maintain client accounts, including account openings and closures, transfers, updates, and ongoing maintenance of account records
• Prepare and process client documentation, including investment advisory agreements, investment policy statements, and related materials
• Partner with Wealth Managers and internal teams to support client servicing, reporting, and account administration
• Ensure proper billing setup and maintenance in accordance with client agreements and firm standards
• Generate and deliver client communications related to account setup, servicing, and ongoing requests in a clear and professional manner
• Maintain accurate client records and documentation within internal systems, including CRM and portfolio reporting tools
• Coordinate with Operations and custodians to resolve account issues, discrepancies, and service requests
• Monitor account activity and proactively identify and address potential issues or service needs
• Update CRM systems to support client communications, mailings, and firm-wide initiatives
• Identify opportunities to improve workflows and enhance operational efficiency and client experience
• Participate in team initiatives and special projects, as needed

EXPERIENCE / CREDENTIALS

• Bachelor’s degree and/or equivalent professional experience
• 2 – 6 years of client service or operations experience within wealth management, brokerage, or financial services
• Strong proficiency in Microsoft Office Suite, including Excel, Outlook, and Word 
• Experience with CRM systems 
• Solid understanding of financial account types, investment products, and account structures
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent communication skills, both written and verbal, with strong client service orientation

COMPETENCIES

• Thrives in a fast-paced and dynamic team-based environment
• Passionate about service for clients 
• Maintains absolute confidentiality of all client information and safeguards client and company data; maintains high ethical standard in all practices
• Driven and resourceful to find answers to client account requests
• Ability to expedite and prioritize requests from clients and sales team for best execution
• Strong organizational skills: ability to analyze, interpret data/instructions, and knows to ask questions
• Organized, detail-oriented, and able to multitask and meet deadlines 
• Possesses industry business acumen
• Strong verbal and written communication and interpersonal skills
• Tax, Banking, and Investment knowledge a plus
• Motivated to learn about all areas of the division and firm as part of a growing and fast paced team
• Experience working on interdepartmental teams
• Professional demeanor, superb work ethic, high level of personal ethics and integrity

FEATURED BENEFITS: 

• Discretionary Bonus
• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k)
• Health Savings Account
• Paid Maternity Leave
• Paid Parental Leave
• Tuition Reimbursement