Client Associate

Dayton, OH


Do you genuinely care about helping people? Callahan Financial Management Group, located in Dayton, Ohio, is seeking a full-time Client Associate (CA) to join their thriving team. The staff at Callahan comes to work every day with pride knowing they successfully assist clients reach their financial goals. Callahan Financial recognizes that employees are more productive when they are happy, which is why they promote an accommodating environment for the team.

Using your administrative and operational skills, you will assist Financial Advisors to maximize productivity and ensure an exceptional service experience for their clients. The ideal candidate will demonstrate a client-first approach as they meet compliance standards, research and resolve problems, onboard new accounts, process and maintain account records, and prepare correspondence in a fast paced, professional and collaborative environment.

Callahan Financial values serving others and making a difference in their clients lives. Apply today to see what kind of difference they could make in yours!

Essential Duties and Responsibilities:
  • Responsible for ensuring all client needs are promptly and accurately addressed
  • Serve as front office support to include welcoming clients and visitors to the office; politely answer telephone calls; address calls as appropriate or take detailed messages as needed
  • Responsible for accurately answering initial questions from perspective or new clients. Source names of potential clients from existing clients
  • Review and respond to all electronic correspondence; promptly address issues and concerns with professionalism to their resolution
  • Maintain up-to-date client data in the contact management system and contact database for purposes of compliant documentation, scheduling, fee tracking and marketing purposes
  • Maintain client birthday lists: purchase cards, have signed by staff each month, purchase gifts, etc. and mail or FedEx to clients, as well as client & wholesaler correspondence- thank you notes, get well, etc.
  • Assist in documentation of client data, advisor notes in the firm’s CRM using standardized processes.
  • Create and maintain virtual client files, prepare client forms and reports from rough draft and originating correspondence as requested by the firm’s Advisor. Ensure client files meet regulatory and compliance requirements, create and produce reports, exporting to MS Excel as needed. Answer non-advice-related client service issues by utilizing available resources, to include but not limited to, internal resources and the home office

Required Qualifications:
  • Bachelor or Associates degree preferred
  • 3-5 years industry experience is preferred; appreciation for the industry
  • Strong client service skills, first-hand experience interacting directly with customers; a genuine interest in serving and caring for our clients
  • Proficient with the Microsoft Office suite

Desired Traits:
  • Excellent oral, written and interpersonal communication skills; well-spoken both on the phone and in person; exudes a courteous, friendly, and professional demeanor
  • Outstanding planning and organizational skills, efficient multi-tasker, effective follow-up, deadline focused; detail oriented and demonstrates a commitment to accuracy by delivering high quality work
  • Energetic, eager to learn, team player, willing to cooperate; self-motivated with ability to work both independently and under direction
  • Ability to prioritize work, meet deadlines, achieve goals, and work under pressure in a dynamic and complex environment; adapts to change in the work environment, manages competing demands and multiple interruptions

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