Client Services Associate

Client Services Associate (Part-Time, On-Site)

As one of America’s pioneering financial services firms, HJ Sims is committed to helping individuals and organizations meet the financial challenges of today and tomorrow. Building on a long tradition of loyalty, teamwork, and expertise, we enrich our clients’ lives, communities, and businesses. From wealth management to investment banking, trading to institutional services, we meet our clients’ evolving needs.

Position Overview

HJ Sims is seeking a Client Services Associate (CSA) to provide high-quality administrative and client service support to Financial Advisors and their clients. This position is currently structured as a part-time role, approximately 20 hours per week , with the potential to transition to a full-time position as the role develops and business needs evolve.

The ideal candidate is highly organized, detail-oriented, client-focused, and comfortable managing multiple priorities in a fast-paced financial services environment. This individual will work closely with Financial Advisors, other Client Services Associates, and internal teams to ensure an exceptional and seamless client experience.

Essential Duties and Responsibilities

• Provide day-to-day administrative and operational support to Financial Advisors, including telephone coverage, client meeting coordination, calendar management, file maintenance, and preparation of travel and expense reports.
• Serve as a professional and responsive point of contact for clients, addressing questions and requests in a timely and service-oriented manner.
• Manage client service requests and account maintenance activities, utilizing appropriate communication channels to provide a consistent and exceptional client experience.
• Respond to client inquiries regarding administrative matters, including money movement requests, account balances, check reorders, charitable giving confirmations, and other account-related needs.
• Coordinate and manage calendars, schedule appointments and meetings for Financial Advisors, and confirm appointments directly with clients via email and telephone.
• Utilize the firm’s CRM system to create and update client records, submit and assign tasks, track onboarding and offboarding activities, manage RMD and new account requests, run reports, and monitor outstanding items.
• Prepare, process, and submit client paperwork in coordination with Financial Advisors and other Client Services Associates.
• Assist with account maintenance, including updating account information and statements and facilitating both simple and complex money movement requests.
• Assist Advisor teams with tracking client estate planning documents and notifying the appropriate team members when documents are missing, outdated, or require follow-up.
• Collaborate with other Client Services Associates and internal departments to ensure client requests are handled accurately and efficiently.
• Proactively identify opportunities to improve processes, enhance the client experience, and support the needs of the Financial Advisor team.
• Participate in firm initiatives and projects as directed by local management.
• Leverage firm resources and collaborate with colleagues to share knowledge, improve efficiency, and support best practices.
• Maintain a high level of professionalism, confidentiality, accuracy, and attention to detail when handling client information and firm-related matters.

Knowledge, Skills & Qualifications

• Series 7 required or must be obtained within six months of hire.
• Prior experience in financial services, wealth management, banking, or a client service environment preferred.
• Strong understanding of financial services industry practices, products, procedures, and compliance requirements.
• Exceptional written, verbal, interpersonal, and client service skills.
• Strong organizational skills with the ability to prioritize and manage multiple tasks and deadlines.
• Excellent attention to detail and a high degree of accuracy.
• Strong computer skills and proficiency with Microsoft Office applications.
• Experience working with CRM systems preferred.
• Ability to communicate effectively and professionally with clients, Financial Advisors, and internal colleagues.
• Strong team player with the ability to collaborate effectively across departments.
• Self-motivated, dependable, and proactive with a strong sense of accountability.
• Goal-oriented and results-driven with a commitment to providing exceptional client service.
• Ability to handle confidential and sensitive client information with discretion and professionalism.

Work Environment

This is an on-site, part-time position of approximately 20 hours per week , with the potential for the position to transition to full-time based on business needs, performance, and the evolution of the role.