Broker Check

Client Service Administrator

Position Description


  • The Client Service Administrators are key to increasing client service and enhancing Portfolio Manager (PM) efficiency and effectiveness. The responsibilities for the job are outlined below noting that client support responsibilities take the highest priority.

Client Support

  • Communicate directly, phone and e-mail, with clients to assist them as requested.
  • Assemble, coordinate, disseminate, and monitor new client and new account paperwork, structural account changes, (estates to trusts, legal name changes, etc.).
  • Document all client requests in Customer Relationship Management system including transaction(s) required and steps taken to complete the transaction.
  • Follow-up with all custodial requests to ensure transactions have been completed and are accurate. Send communication to client and PM once complete.
  • Coordinate and communicate with clients and brokers regarding securities and cash transfers including wires, checks, ACH.
  • Coordinate and communicate with clients and charities regarding charitable contributions of appreciated stock.
  • Coordinate transfers between accounts.
  • Process quarterly YHB management fee billings.
  • Prepare client analyses on an ad-hoc basis for special projects.
  • Stay abreast of social security and IRS issues.
  • Process Required Minimum Distributions on IRA accounts.

Portfolio Management Support

  • Process trades including prime trades and block trades. Check Daily Trade Verification reports.
  • Monitor selected list of portfolios (clients) and alert PM when action is needed.
  • Communicate with PM on all client requests to keep them updated on status of transactions or any new transactions received directly from the client.

Operations Coordination

  • Communicate extensively with peers in Operations to ensure smooth handling of issues and common knowledge of issues impacting Operations and Portfolio Management.
  • Work with counterparts in the cross-training transition.

Job Skills:

  • Bachelor degree in Finance or Accounting preferred but not necessary.
  • Experience with DocuSign, Redtail or Black Diamond is a plus.
  • Experience with Schwab and/or Pershing custodial procedures is a plus.
  • Excellent client service and interpersonal skills.
  • Strong proficiency with Outlook and Excel.
  • Acts with a sense of urgency and follow-through.
  • Detail oriented and organized.
  • Analytical and problem-solving skills.
  • Act with integrity and confidentiality.
  • Ability to work independently and within a team environment.
  • Financial and investment content.
  • Must follow documented procedures to ensure SEC compliance.