Operations & RFI Associate

B.F. Saul Company•Bethesda, MD

About The Position

The Client Services Operations & RFI Associate supports Relationship Managers in maintaining and developing strategic relationships with investors and their advisors. This role coordinates and reviews RFI, DDQ, and RFP responses; provides support for marketing initiatives, client onboarding, capital tracking, management reporting, and client or consultant information requests; and works across the firm to improve coordination, transparency, efficiency, accuracy, and timeliness. The position supports three client relationship managers and serves internal and external stakeholders. Approximately 60% of the role focuses on coordinating and reviewing quarterly RFI responses, including maintaining response content, drafting or coordinating new content, completing due diligence questionnaires, and managing information fulfillment with State Street. Approximately 40% supports client services activities for more than 300 investors and their advisors, including client onboarding, capital activity and client directives, reporting, client communications, and investor meetings. The role may also provide backup for other client service and presentation distribution duties as needed. The position requires a minimum of 7 to 10 years of client service-related experience. A bachelor’s degree in marketing or business is desired but not required. The listed base salary range is $85,000–$105,000 per year. The role may require extended hours as necessary.

Requirements

Minimum of 7 to 10 years of client service-related experience.
Excellent written and verbal communication skills and the ability to communicate effectively with internal and external clients at all levels.
High proficiency in Microsoft Excel, Word, and PowerPoint.
Understanding of and ability to administer relationship databases such as Salesforce.
Ability to make decisions, prioritize, manage multiple tasks, and meet deadlines in a fast-moving environment.
Proactive, organized, energetic self-starter willing to work hands-on across capital-raising support and client relations activities.
Collaborative, support-oriented team player motivated to complete tasks in a fast-paced, knowledge-based business.
Proven success in setting and achieving goals.
Willingness and ability to work extended hours as necessary.

Nice To Haves

Bachelor’s degree in marketing or business.

Responsibilities

Coordinate and review timely, accurate RFI, DDQ, and RFP responses for institutional investors and their advisors.
Maintain and update RFI response content, source files, tranches, and standard answers; compile existing language and develop new content as needed.
Work with subject matter experts across the firm to draft new responses and meet client due diligence deadlines.
Review and refresh the firm’s sample DDQ to ensure responses are accurate and current.
Serve as ASB’s lead contact with State Street for RFI, DDQ, and RFP data fulfillment, and manage wire transfer instruction updates and verification.
Compile routine business reporting for Relationship Managers, executive management, the board, consultants, investors, and prospective investors.
Provide high-touch client service in coordination with trustees and Relationship Managers.
Coordinate with Accounting and Legal on client onboarding, mergers, name changes, capital call correspondence, and wire confirmations.
Partner with Legal on client-related external auditor requests, side letters, and internal audits.
Track and reconcile quarterly capital activity, including capital queues in coordination with trustees and Accounting.
Track and oversee limited partner clients.
Prepare and maintain the quarterly Client Directive Letter package and coordinate review of client directives with Accounting, Legal, CCT, and Compliance.
Maintain Salesforce records, including contacts, market values, commitments, redemptions, and performance data.
Serve as an internal Salesforce expert and use its reporting capabilities to produce business and management insights, including dashboards.
Use Excel reporting and data analysis tools to generate business and management reports.
Oversee the client services inbox and log and track communications requiring action or a response.
Support on-site investor meetings, including coordinating with external vendors as needed.
Support conference participation as requested.
Provide backup for key client service operations duties as needed, including binding presentation books and Constant Contact distributions.
Work collaboratively with internal teams and support direction from three client relationship managers.