Client Service Administrator/Administrative Assistant

Summary

This position provides administrative support to Genesis Financial Group. We are hiring a Client Service Administrator who will serve as the operational backbone of our growing advisory practice. This is a high-trust, high-impact role supporting client experience, workflow execution, and the strategic focus of the lead advisor and team.

This position is ideal for a high-capacity integrator who thrives on ownership, loves bringing order to complexity, and wants to grow into expanded operational leadership over time. This role reports to and is employed by Genesis Financial Group.

This position is full time, in office in Berlin. Compensation is $23-28/hr. Benefits include: 401K and stipend for medical/dental benefits.

Job Description

Responsibilities

• Serve as first point of contact for clients, screening and triaging emails and calls, greeting guests upon arrival to the office, researching responses, delegating appropriately, and documenting all activity in CRM to support a timely, high-touch client experience.
• Act as a time multiplier for the lead advisor by organizing priorities, protecting focus time, anticipating needs, and reducing administrative friction
• Prepare and support client meetings, including case prep, documentation coordination, tracking follow-up, and managing workflows with accuracy and urgency
• Own pending business tracking and service task execution, proactively monitoring items through completion and providing status updates to clients and team members while coordinating required documentation and forms.
• Own the tracking of pending business and client service items, including following workflows, providing proactive status updates to clients and team members, and researching inquiries
• Support annual client service initiatives and value-add projects throughout the year.
• Identify opportunities to streamline processes and improve systems as the practice grows

Position qualifications

• Ability to manage multiple priorities with strong attention to detail and maintain a high level of accuracy and follow-through in a fast-paced environment.
• Willingness to learn and develop knowledge of the firm's products, services, planning approach and processes. Willingness and ability to obtain future securities and insurance licensing.
• Demonstrated professionalism and discretion, with the ability to communicate confidently and professionally while maintaining confidentiality of sensitive client and firm information.
• Strong technical aptitude and comfort using business tools such as Microsoft Word, Excel, PowerPoint, AI/Co-pilot, and CRM systems, or the ability to learn new technology quickly.
• Securities, insurance, or financial services experience preferred but not required.
• Executive administration or project management experience preferred but not required.

Core competencies

• Judgment, Critical Thinking, and Problem Solving: Applies sound judgment and critical thinking when researching account inquiries, determining next steps, managing client expectations, and identifying when escalation is appropriate.
• Ownership and Execution: Takes responsibility for assigned work from start to finish, proactively tracks pending items, follows through on commitments, and supports timely completion of client service and business needs.
• Planning and Organizing: Effectively prioritizes work, tracks details, and manages multiple tasks and deadlines with accuracy and consistency in a fast-paced environment.
• Client-Centered Communication: Communicates clearly, professionally, and proactively with clients and team members to support a positive, responsive, and consistent client experience.
• Learning Agility and Adaptability: Demonstrates openness to feedback, a willingness to learn new systems and processes, and flexibility as responsibilities evolve and the practice grows.

As part of Genesis Financial Group's recruiting/hiring/contracting process, a verification of a candidate's background will be made to complete the hiring/contracting process. In addition, fingerprints will be taken for submission to the Federal Bureau of Investigation for review against nationwide fingerprint records.

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