Client Service & Operations Specialist

Frederick Wells Advisors – Pittsburgh, PA

At Frederick Wells Advisors, we serve clients locally and nationwide. Our approach to helping clients pursue lifelong financial goals is rooted in a culture of partnership, advanced technology, and deep industry expertise. We believe in delivering personalized financial strategies supported by a highly experienced advisory team committed to guiding individuals and families with clarity and confidence.

If you’re someone who thrives in a collaborative, growth-oriented environment, takes pride in high-quality work, and is looking to build enduring relationships, we would love to meet you.

Why This Role Matters

As a Client Service & Operations Specialist, you play a central role in shaping the client experience. You’ll be part of a collaborative team that values proactive communication, precision, and genuine care. This position is ideal for someone who is detail-oriented, energized by client interaction, and eager to grow within the wealth management profession.

You’ll gain hands-on exposure to financial planning operations, client relationship management, and the inner workings of a rapidly growing advisory practice. This is an opportunity to build a long-term career where your contributions truly matter.

This full-time role and will be primarily located in either our Wexford or Mount Lebanon office – whichever is closest to you and makes for an easier commute. Travel to the non-primary office will be required as needed (generally 1-2 times per week) for client and team meetings.

Key Responsibilities

Client Service & Operational Excellence

• Own the client experience from first touch to follow-through, ensuring every step is handled with professionalism, warmth, and accuracy.

• Manage the account opening and servicing processes (move money, account updates and maintenance, account transfers) from start to finish and ensure all required documentation is completed accurately.

• Prepare for client meetings by organizing agendas, compiling data, and maintaining up-to-date CRM and financial planning records.

• Capture detailed client meeting notes and collaborate with advisors on follow-up tasks to ensure a seamless client experience.

• Address daily client service requests with professionalism, empathy, and a solutions-oriented mindset.

• Serve as the central hub for administrative responsibilities, including phone communication, mailing, filing, and processing forms.

• Confidently engage with AI tools and technology to identify and recommend thoughtful, compliant integration opportunities that enhance operational efficiency and elevate the overall client experience.

• Uphold strict compliance with industry regulations, firm standards, and best practices.

Client Engagement & Marketing Support

• Collaborate with advisors to develop messaging that reflects our mission, values, and client-first approach.

• Manage the firm's social media and email marketing calendar, ensuring a consistent and engaging brand presence.

• Review and update the Frederick Wells website as needed to ensure current events are added, event recaps and all other aspects of the website align with the team’s messaging and brand.

• Coordinate, plan, and help execute memorable and meaningful client appreciation events, educational workshops, and community-focused experiences.

• Draft, format, and submit all marketing materials—including emails, social posts, event materials, and handouts—to compliance for approval.

• Monitor engagement analytics and suggest opportunities to enhance visibility and client connection.

What You Bring

• Bachelor’s Degree preferred.

• 2+ years of experience in financial services or wealth management preferred.

• A positive, energetic, and professional demeanor with a passion for service.

• Exceptional attention to detail and the ability to think strategically and independently.

• Strong organizational skills and the ability to manage multiple tasks.

• Proven ability to operate independently, seek out answers resourcefully, and make confident, well‑informed decisions with limited input—demonstrating sound judgment and initiative.

• Experience managing client, advisor and other partners’ schedules through a CRM and/or Outlook.

• Excellent interpersonal communication skills and a desire to be an active, supportive member of a highly collaborative team.

• Proficiency in Microsoft Office (Word, Excel, Outlook, Teams) and demonstrated comfort and proficiency in engaging with AI tools and technology.

Compensation & Benefits

This is a full-time position with competitive compensation based on experience. We offer a robust benefits package including:

• Retirement plan.

• Health care benefits.

• Paid Time Off & paid holidays.

• Incentive opportunities.

• Clear pathways for professional development and career growth within the firm.

If you're ready to contribute to a growing firm that values service, growth, and meaningful client relationships, we invite you to apply and begin your next chapter with us.