Client Service Associate

Provenance Wealth Advisors

1d•Onsite

About The Position

As a Client Service Associate of Provenance Wealth Advisors, you will use advanced skills gained through training and experience to provide pro-active support to Financial Advisors and assist with efficient, quality client service. You will serve not only as a key member of the Provenance Wealth Advisors’ team, but also the initial point of contact for clients to identify, research and resolve their problems while providing the highest level of customer service. A key attribute of the administrator role is to understand and drive the global planning process, not only the task at hand. At its core your key job responsibility is to provide general administrative support to the advisor and firm in order to allow the advisor to maximize client facing time. Provenance Wealth Advisors (PWA) is a company whose culture is defined by the character of its team members. As a result, each team member must possess an unyielding desire to exceed client expectations. We serve our clients the way we want to be served. Being entrusted with our clients’ livelihood and their life’s work means that every workday activity and interaction requires the highest degree of ethics and professionalism. Your daily activities are to be completed correctly and efficiently the first time. Our continued success depends on a diverse array of professionals working together toward common goals and each of us promoting a shared culture of excellence and mutual accountability. PWA is also a unique work environment that values teamwork and strategic cooperation among both its planners and its staff. Each team member brings a unique skill set and experience to the organization, and we value and respect everyone’s unique talents. PWA expects all team members to be respectful of each other and strive to make collaboration and cooperation among members of the firm a cornerstone of our culture and success. Accountability is also a key element in our success. PWA is committed to a “return and report” culture so that each of us is accountable for doing what we agreed to do to the very best of our ability and within the agreed-upon timeframe. Target dates are to be communicated with each assigned task. If they are not, it is the responsibility of the assignee to obtain a target date for completion. Persons assigned such tasks will be accountable to report back as to the status of the tasks assigned.

Requirements

MS Excel, Word, Outlook and Powerpoint proficiency to produce presentations, correspondence, electronic communication and maintain spreadsheets
Effective problem-solving skills to resolve client questions
Organize, manage and track multiple tasks in a fast-paced environment
Professional, service-oriented demeanor
Detail oriented to ensure accuracy of reports, correspondence and tracking reports
Serve as a role model and lead others in providing a high level of customer service
Demonstrate excellent work ethic
Communicate effectively, both orally and in writing, with all levels of the organization
Ability to work collaboratively as well as independently within a team environment

Nice To Haves

Associates or Bachelor’s Degree
1-3 years of experience in a financial services environment, including some project management experience

Responsibilities

Communicate coordinate and support a team approach to client service
Interact daily on the telephone with prospective and existing clients, handling basic inquiries and addressing service requests
Meet with Financial Advisor (FA) on a weekly basis to track new business, items in motions, service opportunities, scheduling and prepping for upcoming meetings; participate in weekly insurance and investment tracking with coordinators and FA
Onboard all new clients and prospects
Process and follow up on client documentation for proper maintenance of accounts
Assist in preparing new account paperwork and applications, licensing paperwork, correspondence, summaries and spreadsheets to assist with servicing existing clients and potential prospects
Provide customer service and account maintenance functions through RJ system (ex. Account balances, transfer status, titling inquiries, change of address, etc.)
Perform Relationship Manager functions through Raymond James system (i.e. mail packets, grouping, linking)
Utilize Annuity Order Entry through RJ system on an as needed basis for processing annuity new business
Research client and security information through the back-office RJ system
Respond to incoming emails and telephone calls in a professional manner to ensure that the client’s request is met in a timely fashion
Manage the calendar and schedule meetings for clients, prospects and vendors
Prepare review material and coordinate portfolio review meetings for clients not shared with PWA investment planner. Also manage portfolio review calendar for these clients
Prepare basic investment proposals including SEI and Passport for clients as needed
Provide insurance policy service including changes to owner and beneficiary information, trustee changes, premium modal changes, bank EFT changes, etc.
Prepare insurance summaries
Order in-force illustrations as needed
Follow up on lapse notices, obtain duplicate premium notices and communicate with clients
Run term illustrations and request disability, LTC and permanent product illustrations from the Insurance Coordinator as needed
Assist the Insurance Coordinator in the coordination of insurance exams with clients as needed
Follow up with clients on all outstanding items in the insurance application process and facilitate policy delivery
Act as the liaison with attorneys and other outside advisors
Facilitate the execution of estate planning documents including saving the electronic document, providing the originals to the attorney and following up on required tax identification numbers
Prepare engagement letters and invoices for financial planning clients
Establish, maintain and update electronic , investment and client files
Respond proactively and timely to client requests for assistance and problem resolution
Perform other duties and responsibilities as assigned