Client Service & Office Manager

Job Description

Job Description

Come work for a boutique wealth management firm managing over $400 million in assets specializing in personalized financial planning and investment management. Our tight-knit team has built long-term client relationships by operating in a collaborative, flexible environment that treats employees as people deserving a proper work-life balance. We offer a combination of stability, competitive benefits (including 100% employer-paid health insurance and tenure-based bonuses), and a culture where your contributions directly drive our shared success.

Job Summary

We are seeking a detail-oriented, personable, and proactive Client Service & Office Manager to join our team in a full-time, hybrid capacity. As the primary point of contact for our clients, you will play a critical role in fostering those relationships and ensuring seamless day-to-day operations. The ideal candidate blends exceptional interpersonal skills with strong operational acumen to handle multiple ongoing tasks flawlessly, including administrative tasks, client scheduling, and execution of financial transactions, all while being encouraged to look for ways to improve our processes.

Schedule & Workplace Model

• Job Type: Full-time.
• Work Structure: Hybrid.
• Schedule: Approximately 3 days on-site in Sherborn, MA, and 2 days working from home per week.

Key Responsibilities

Client Experience & Relationship Management

• Serve as the primary point of contact for all incoming clients and visitors, ensuring a welcoming and professional environment.
• Manage daily client communications accurately and efficiently via phone and email.
• Engage in warm, friendly conversation with clients while they wait or when they call to actively strengthen long-term relationships.
• Facilitate the complete client onboarding lifecycle, including preparing, reviewing, and processing new account documentation.
• Manage incoming client service requests through direct action or redirecting to other team members.
• Execute client withdrawal and deposit transactions accurately, including complex money movements and Required Minimum Distributions (RMDs).
• Act as a knowledgeable resource to help clients understand retirement contribution limits.
• Coordinate with external professionals, such as CPAs, during tax season to guarantee the precise processing, tracking, and mailing of critical tax forms.

Office Administration, Finance, & Procurement

• Track, organize, and execute timely payment of bills, invoices, and expenses for the firm.
• Monitor inventory levels of all office supplies and proactively order replacements to prevent shortages.
• Oversee the firm’s master calendar, including scheduling and coordinating all internal and external client meetings.
• Execute foundational administrative tasks, including processing incoming mail, scanning confidential files, and executing check deposits.
• Manage the coordination of team member to ensure a continuous physical presence in the office during business hours.

Qualifications & Skills

• Experience: Prior experience in financial services, wealth management, or high-touch administrative operations is required.
• Tech requirements: Experience with Microsoft Office is required. Previous use of CRM systems is a benefit.
• Platform Knowledge: Direct familiarity with the Charles Schwab institutional platform or a similar custodian system is a major plus.
• Communication: Elite verbal and written communication skills with a natural ability to connect warmly with clients.
• Organization: Exceptional attention to detail, strong time-management skills, and the capability to juggle administrative and financial operations without errors.
• Professionalism: High degree of integrity when handling sensitive client data, vendor billing, and regulatory compliance matters.

Pay: $55,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan