Service Administrator

SUMMARY

Our Service Team consistently strives for service excellence. Service Administrators work with our Service team and provide support to our Financial Advisors. This role goes beyond day-to-day client support and requires a strategic approach to managing client needs, improving service processes, and supporting our financial advisory team in delivering best-in-class financial guidance. You will bring extensive experience in financial services, excellent relationship-building skills, and a commitment to improving the client experience at every interaction.

This is a full‑time, exempt role based out of our Walnut Creek, CA office and requires 5 days of in‑office work. The position has a budgeted salary of $80,000‑$90,000, based on candidate experience, and is eligible for an annual bonus based on performance.

• Strategic Client Relationship Management
  • Act as the primary liaison for clients, providing exceptional service and proactively addressing client needs and inquiries.
  • Develop and nurture long‑term client relationships, understanding their financial goals, preferences, and expectations.
  • Anticipate client needs, manage escalated issues, and ensure timely and accurate communication.
  • Work alongside advisors to educate clients on available services, online tools, and other resources to enhance their experience and engagement with the firm.
  • Understand department workflows, policies, and procedures to submit requests correctly and timely.
• Leadership
  • Report to the Service Team Lead, provide feedback, and mentor associates within the Service teams.
  • Ensure consistent, high‑quality service and foster a client‑centered culture.
  • Implement and refine client service processes to increase efficiency and enhance the overall client experience.
  • Ensure compliance with regulatory and firm standards for client communication, documentation, and account management.
  • Coordinate with internal teams, including advisory and operations, to resolve complex client requests and streamline service delivery.
• Advanced Account Management & Oversight
  • Ensure accurate execution of trades, account transactions, and client distributions while maintaining strong data integrity.
  • Collaborate with custodians and back‑office teams to troubleshoot issues, manage account transfers, and ensure seamless account maintenance.
• Operations
  • Ensure a seamless onboarding experience and work with clients to set a great first impression.
  • Coordinate client appointments, process requests received from advisors and clients.
  • Provide notary services for client transactions.
  • Achieve high quality and accuracy of work.
  • Answer phone calls and emails from clients, always following up with each client's request.
  • Prepare and process client paperwork.

• 10+ years in the Financial Services industry, preferably at an RIA or wealth‑management firm.
• Bachelor’s degree in finance, business, or a related field.
• Strong relationship‑management skills.
• Advanced proficiency in CRM systems, custodial platforms, and financial planning software.
• Demonstrated leadership abilities with a track record of process improvement and client satisfaction.
• Excellent communication, problem‑solving, and analytical skills with a high level of accuracy and attention to detail.
• Advanced understanding of regulatory requirements for RIAs, including familiarity with SEC and FINRA guidelines.
• Excellent verbal and written communication skills.
• Ability to multi‑task and prioritize work daily with frequent interruptions.
• Flexible and embraces change.
• Strong team player and approachable.
• High degree of professionalism.
• Proficient with Microsoft Office applications required.

Our commitment to your success includes a competitive base pay and an extensive benefits package.

• Medical:
  Blue Shield (PPOs and HDHP with HSA) and Kaiser (HMO) plans for California associates.
• Dental insurance with Met Life.
• Vision insurance with VSP.
• Optional supplemental benefits.
• Healthcare savings accounts with company contribution.
• Flexible spending accounts.
• Flexible working arrangements.
• Generous 401(k) contributions.
• Exempt associates qualify for our flexible paid time off policy.
• Non‑exempt associates receive 15…