Client Service Associate

Vista Wealth Solutions•Armonk, NY

About The Position

The Client Services Associate provides insurance and investment service support by handling client requests (beneficiary changes, policy updates, loans, RMDs, withdrawals) with timely follow-up and resolution. Maintains CRM, client service workflow, and manages the annual review process (scheduling, prep, compliance). Supports administrative tasks, delivers responsive client communication, and collaborates cross-functionally on special projects. This role bridges advisors, clients, team members and our financial partners to deliver seamless, timely, and compliant client experience.

Requirements

Demonstrated industry experience in wealth management, brokerage, banking, or a related financial services environment.
Ability to perform effectively under pressure and adapt to shifting priorities in a dynamic advisory setting.
Exceptional multitasking skills with the capacity to manage numerous client requests and operational tasks simultaneously without sacrificing quality.
Strong sense of prioritization — capable of distinguishing between urgent client needs and longer-term tasks, ensuring the most critical items are addressed first.
A team-oriented attitude with a proactive, solutions-focused approach to both client service and internal collaboration.
High degree of attention to detail and commitment to accuracy in all documentation and transactional activities.
Bachelor’s degree required
2–3 years in financial services preferred
US Citizen or permanent resident
Ability to obtain required licenses and registrations

Nice To Haves

SIE, Series 7, Series 65 preferred

Responsibilities

Coordinate and process new account applications, ensuring all required documentation is complete and compliant with regulatory standards.
Liaise with custodians and internal operations to facilitate timely account establishment.
Maintain accurate client records in the CRM and document management systems.
Process client requests for wire transfers, ACH transactions, journals, and distributions with accuracy and in a timely manner.
Verify and obtain necessary authorizations prior to executing transactions.
Monitor pending transfers and proactively communicate status updates to clients and advisors.
Prepare comprehensive meeting materials including portfolio reviews, performance reports, and relevant financial summaries.
Coordinate scheduling and logistics for client meetings, including calendar management for advisors.
Research client accounts and compile background information to ensure productive advisory discussions.
Respond promptly and professionally to inbound client inquiries via phone, email, and in-person contact.
Resolve routine client service issues independently, escalating complex matters to the lead advisor as appropriate.
Proactively follow up on outstanding client requests and ensure all issues are resolved to client satisfaction.
Assist with onboarding new clients and providing education on account features and firm services.