Client Services Associate

Key Responsibilities

• Serve as the first point of contact for client inquiries via phone, email, or portal.
• Be the key voice of Birks Financial.
• Provide timely, accurate responses and proactive updates to clients.
• Schedule and confirm client meetings, prepare meeting materials, and follow up on action items.
• Helps the lead advisor to manage client expectations around custodian requests.
• Support thoughtful outreach around key client dates.
• Process account openings, transfers, and maintenance requests.
• Conduct rollover calls and client onboarding processes.
• Coordinate with custodians and vendors to ensure accurate and timely execution of transactions.
• Maintain organized and compliant client records in CRM and document management systems.
• Aid in billing processes.
• Update and create new workflows as necessary to help run business.
• Support compliance processes, including document retention and audit preparation.
• Accurate data entry and comprehensive client information management.
• Manage attendance and marketing for new client seminars.
• Attend evening marketing seminars (14 times per year).
• Conduct seminar scheduling follow-up.
• Work closely with the Lead Advisor to ensure a consistent client experience.
• Participate in team meetings and contribute to process improvements.
• Actively contribute ideas and best practices from previous experiences to improve operations.
• Maintain office supplies inventory (e.g., pens, paper, printer ink) and reorder as needed.
• Ensure common areas (kitchen, meeting rooms) are tidy and stocked (e.g., dishes, coffee supplies).
• Coordinate with vendors for office equipment maintenance and repairs.
• Support onboarding of new team members with workspace setup.
• (Paraplanning) Help with tax & financial planning software data entry and report generation.
• Aid in preparation of financial reports, statements, and client deliverables.
• Aid in financial plan preparation.
• Aid in annual review/client call preparation.

Requirements

• Bachelor’s degree in business, finance, accounting, or related field preferred.
• 1–3 years of experience in financial services, client service, or related high-touch industries preferred, but not required.
• Background as an executive assistant or in luxury service industries (hospitality, retail, etc.) is highly desirable.