We are seeking a detail-oriented and proactive Investment Management Client Services Administrator to join our team. The ideal candidate will play a key role in ensuring seamless operations within the client services department, focusing on optimizing workflows, improving client interactions, and ensuring a high level of service delivery. You will be responsible for managing and enhancing client-facing processes, supporting client relationship managers, and acting as a key liaison between internal teams and clients.
A Leading Multi-Billion Dollar Investment Management Firm in Manhattan is looking for a full-time, permanent, employee position for an Investment Management Client Services Administrator.
THIS POSITION REQUIRES ADVANCED EXCEL SKILLS, DATA ANALYSIS, AND STRONG ORGANIZATIONAL SKILLS.
This is a Hybrid Role- 2 days in the office and 3 days working remotely.
Job Summary:
We are seeking a detail-oriented and proactive Investment Management Client Services Administrator  to join our team. The ideal candidate will play a key role in ensuring seamless operations within the client services department, focusing on optimizing workflows, improving client interactions, and ensuring a high level of service delivery. You will be responsible for managing and enhancing client-facing processes, supporting client relationship managers, and acting as a key liaison between internal teams and clients.
Key Responsibilities:
• Client Relationship Support:
Act as a primary point of contact for clients in day-to-day operations. Ensure that client needs are met promptly and efficiently, helping resolve issues as they arise.
• Process Optimization:
Analyze existing client service processes and workflows to identify inefficiencies or areas for improvement. Propose and implement changes to streamline operations, improve service quality, and enhance client satisfaction.
• Data Management & Reporting:
Track and analyze client service performance metrics, preparing regular reports for internal stakeholders. Provide actionable insights based on data trends to improve client service delivery.
• Collaboration with Cross-Functional Teams:
Work closely with sales, account management, product, and technical teams to ensure seamless communication and alignment on client needs and service delivery expectations.
• Client Onboarding & Support:
Assist in the onboarding process of new clients, ensuring that all necessary documentation, systems, and expectations are aligned. Provide ongoing support to ensure smooth transitions and continued satisfaction. Help with the Firmâs Third-party authorization process.
• Issue Resolution & Escalation Management:
Manage the resolution of client issues or service disruptions, ensuring prompt and professional handling. Escalate issues when necessary, working with senior management or other departments to resolve complex matters.
• Documentation & Knowledge Base Maintenance:
Maintain accurate client records, service level agreements (SLAs), and any other relevant documentation. Contribute to the development of a knowledge base for the team and clients. Review investor documents and upload to the portal. Firm website review/updates.
Reporting Management:Â Â Â Â Â Â Â Â Â Â Â Â Â
• Track and communicate active partner elections, departures, and mobility cases
• Conduct compliance reporting
• Â Â Â Prepare Board statistics reports and ad-hoc requests
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• Training & Process Standardization:
Assist in training new hires and providing ongoing support to ensure adherence to standard operating procedures (SOPs) and best practices within the client services team.
·      Client Satisfaction & Retention:
Monitor client satisfaction through surveys, feedback, and regular check-ins. Work with the client services team to develop strategies for improving client retention and satisfaction.
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Required Skills & Qualifications:
• Education:
bachelorâs degree in business administration, Operations, Marketing, or a related field. Relevant certifications or additional training is a plus.
• Experience:
2+ years of experience in client services, operations, or a similar role.
• Technical Skills:
     Advanced Excel Skills
• Communication:
Excellent written and verbal communication skills. Ability to communicate clearly and professionally with both clients and internal teams.
• Problem-Solving:
Strong analytical and troubleshooting skills. Ability to address client concerns effectively and find timely solutions.
• Organization, Time Management & Project Management:
Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment. Excellent project management abilities to manage multiple workflows simultaneously
• Customer-Centric Mindset:
A client-first attitude with a commitment to providing high-quality service and building long-lasting client relationships.
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Pluses:
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Proficiency with CRM software (Salesforce, HubSpot, etc.), project management tools (Asana, Trello, etc. Familiarity with client service tools and analytics platforms is a plus.
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