Client Services Coordinator

Job Overview

This role is based onsite in Albany, NY and requires in-office presence five days per week.

Responsibilities

• Serve as the first point of contact for clients, providing friendly and professional assistance via phone, email and in person.
• Schedule and confirm client meetings, prepare necessary documentation, and assist with follow-ups.
• Address general client inquires related to account maintenance, statements, and online access.
• Ensure timely and accurate processing of client requests, such as beneficiary updates, address changes, RMDs, and account transfers.
• Maintain strict confidentiality regarding client information and adhere to compliance guidelines.
• Manage calendars, coordinate appointments, and organize client review meetings for financial advisors.
• Prepare, proofread, and distribute reports, presentations and correspondence.
• Maintain and update client records in the firm’s CRM system, ensuring data accuracy.
• Handle incoming and outgoing mail, including scanning and filing important documents.
• Order office supplies and assist with general office upkeep.
• Process new account paperwork, ensuring all required documentation is completed and compliant.
• Absorb compliance records, ensuring adherence to FINRA, SEC and firm policies.
• Support the team in monitoring client accounts for accuracy and resolving administrative issues.
• Coordinating with custodians, fund companies, and other financial institutions to process transactions and resolve client account issues.
• Assist in organizing client appreciation events, webinars, and educational seminars.
• Help manage social media updates, newsletters, and other client communication initiatives.

Requirements

• 3+ years of experience utilizing Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• 2+ years previous experience in a financial services or administrative support role.
• Strong organizational skills with a keen attention to detail.
• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and ethical conduct.
• Strong problem-solving skills, and the ability to work both independently and with a team.

Preferences

• Ability to learn and use CRM systems.