Wealth Services Group Administrator

Position Responsibilities:

• Draft and manage engagement letters for 1040 Wealth Management services, ensuring compliance and accuracy. 
• Prepare and process all necessary documentation for onboarding new clients into Retirement Plan Services pooled accounts at Charles Schwab. 
• Facilitate the onboarding of new clients by setting up accounts in wealth management systems, including platforms like eMoney and Orion, and coordinating account setups with custodians such as Schwab or Fidelity. 
• Provide clients with access to financial planning tools by generating eMoney links and ensuring their accounts are properly integrated into the Orion platform for performance tracking. 
• Work closely with the tax department to coordinate the transfer of 1040 Wealth Management clients, ensuring a smooth transition and accurate documentation. 
• Serve as the primary receptionist for the wealth management group, handling incoming calls, managing the general mailbox, and addressing generic client requests promptly and professionally. 
• Assist in organizing and facilitating in-office visits for clients, prospects, and during mergers and acquisitions, ensuring a welcoming and professional environment. 
• Handle administrative tasks such as processing name changes, fulfilling basic form requests, and updating personal information changes in client records. 
• Manage the process for clients exiting the firm, including closing accounts, final billing, and ensuring all necessary documentation is completed and filed appropriately. 
• Maintain organized records by managing box filings, processing 1099 forms, and supporting the preparation and distribution of quarterly statements. 
• Regularly update and maintain distribution lists to ensure effective communication with clients and internal teams. 

Qualifications:

• Bachelor’s degree in Business, Finance, Economics, or a related field (preferred but not required). 
• 3+ years of Tax administration required.  
• RIA administration experience preferred.  
• Prior experience in administrative or coordinator roles in a financial, banking, or wealth management environment (preferred). 
• Familiarity with financial documents, investment products, and compliance regulations. 
• Excellent organizational and time management skills with the ability to multitask effectively. 
• Strong verbal and written communication skills. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
• Ability to handle confidential information with integrity and discretion. 
• Strong attention to detail and problem-solving abilities. 
• Ability to work both independently and as part of a team.