Client Service Associate - Wealth Management

SHEPHERD FINANCIAL • Carmel, IN

3d • Hybrid

About The Position

The Client Service Associate (CSA) plays a critical role in delivering a high-touch, consistent, and proactive client experience. The role partners closely with Wealth Advisors to support client onboarding, ongoing relationship management, account administration, and operational excellence. It calls for strong attention to detail, ownership, responsiveness, and a commitment to serving clients at a high level. The CSA works collaboratively while also taking initiative independently.

Shepherd Financial is an independent, privately held financial advisory firm headquartered in Carmel, Indiana. It advises on employer-sponsored retirement plans and household wealth, designing and managing organizational retirement plans and managing the financial lives of individuals and families. The firm’s mission is to provide guidance that brings clarity and confidence to the families and organizations it serves.

The position follows firm standards requiring client calls and emails to be answered within 24 hours, interactions and follow-up items to be documented in Redtail within 24 hours, and the workday to begin no later than 8:30 AM. The firm’s Work-From-Home Policy requires four days per week in-office.

Requirements

• 3–5+ years of experience in wealth management, financial services, or an independent RIA environment.
• Experience with custodians and account processing.
• Familiarity with Redtail CRM and DocuSign or similar systems.
• Strong proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Understanding of investment account types and basic financial terminology.
• Excellent time-management skills and ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail, ownership, and responsiveness.
• Ability to work collaboratively and take initiative independently.
• Willingness to assist with other advisor- and client-service-related tasks as needed.

Nice To Haves

• Undergraduate degree preferred.

Responsibilities

• Prepare and process new account paperwork, transfers, money movements, and custodial documentation.
• Facilitate alternative investments for assigned client relationships, including offering documents, subscription agreements, and ongoing AML/KYC requests.
• Submit and monitor account funding and transfers.
• Maintain accurate digital client files and documentation.
• Coordinate client onboarding workflows in Redtail CRM.
• Serve as a key point of contact for client service requests.
• Schedule appointments for assigned advisors, including making outbound client calls as needed.
• Respond to client emails and phone calls within 24 hours.
• Process wires, ACH requests, transfers, required minimum distributions (RMDs), and other account maintenance items.
• Prepare materials before and after client review meetings.
• Learn advisor and client preferences and tailor service delivery accordingly.
• Communicate with clients about tax document delivery and coordinate with tax professionals when requested.
• Provide backup support across the client service team to ensure business continuity.
• Identify opportunities to enhance client relationships and retention.
• Maintain accurate and comprehensive client records in Redtail.
• Document all client interactions within 24 hours.
• Initiate and complete follow-up workflows within established timelines.
• Collaborate with advisors to ensure proactive service and follow-through.
• Support reporting through Orion or a similar portfolio system.
• Continuously improve internal processes and client workflows.
• Begin each business day no later than 8:30 AM.
• Follow Shepherd Financial’s internal policies, including its Work-From-Home Policy and Licensure & Designation Reimbursement Program.
• Assist with other advisor- or client-service-related tasks as needed.

Benefits

• Salary plus firm-wide revenue sharing program and discretionary year-end performance bonus.
• Paid holidays, PTO, volunteer hours, and summer Fridays.
• 401(k) match.
• Medical, term life, and disability insurance.
• Optional dental, vision, voluntary life, critical illness, and accident coverage.
• Financial support for professional accreditation and license fees and continuing education.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed