Job Description

POSITION OVERVIEW

Based in our downtown Chicago headquarters, an Account Service Associate will work closely with the firm’s Wealth Management Team ensuring the seamless onboarding of new clients and maintaining data integrity within our systems. The Account Service Associate will handle the processing of all new account paperwork across three custodians—Schwab, Fidelity, and Pershing - and ensure CRM data is accurate, up-to-date, and compliant. A successful candidate must be versatile in their skill set to understand both a given task as well as what is needed to achieve a satisfactory outcome. This position is an opportunity to play a vital role in creating a seamless client experience and ensuring operational excellence within a dynamic and growing firm.

SPECIFIC JOB RESPONSIBILITIES

• Process and open all new client accounts by preparing, reviewing, and submitting required paperwork through three custodians: Schwab, Fidelity, and Pershing.
• Ensure that all account documents are completed accurately and meet compliance standards.
• Address and resolve account opening issues, such as non-standard cases or missing documentation, in a timely manner.
• Collaborate with financial advisors, client service associates, and custodians to resolve discrepancies or questions regarding account setup.
• Communicate with Wealth Management Team to clarify information and provide updates on the onboarding process.
• Ensure the accuracy and completeness of client records within the CRM system.
• Regularly audit CRM data to identify and correct errors, inconsistencies, or outdated information.
• Maintain and update client profiles with key information, including contact details, account statuses, and preferences.
• Track and document onboarding progress in the CRM, ensuring all tasks are logged and deadlines are met.
• Coordinate with other teams to ensure consistency and alignment of client data across platforms.
• Develop and maintain best practices for CRM data entry, reporting, and utilization.
• Ensure strict confidentiality of client, firm, and employee information.
• Assist New Accounts Manager in onboarding projects related to mergers & acquisitions
• Work with New Accounts Manager to analyze and enhance the client on-boarding experience for clients and internally
• Work with the New Accounts Manager on updating training materials to ensure they remain current and up to date
• Assistance on other ad-hoc operational tasks as systems and processes evolve

PREFERRED SKILLS & EXPERIENCE

• Bachelor’s Degree with a minimum of 3-5 years administrative experience in financial services, or 8+ years of relevant work experience
• Strong attention to detail and a commitment to accuracy.
• Experience with financial account opening processes and familiarity with custodians, specifically as Schwab, Fidelity and Pershing.
• Proficiency in CRM systems (e.g., Dynamics 365, Sales Force or other financial industry-specific platforms).
• Excellent communication skills, both written and verbal.
• Strong organizational and time-management abilities to handle multiple tasks and deadlines
• Problem-solving skills to troubleshoot and resolve account or data issues efficiently.
• Ability to work both independently and collaboratively in a fast-paced environment.

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