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VANCE WEALTH · 3 weeks ago

Client Onboarding Specialist

Santa Clarita, CA

Full-time

Onsite

New Grad, Entry Level

Vance Wealth is committed to providing a seamless client experience, and they are seeking a Client Onboarding Specialist to ensure every new client has a smooth transition into partnership. This role involves guiding clients through the onboarding process while managing leads and opportunities, ensuring a high-touch and professional experience.

ConsultingFinancial ServicesWealth Management

Responsibilities

Serve as the first point of contact for all new leads; conduct initial intake calls and gather essential data to prepare Pink Sheets and complete lead evaluations

Manage Leads & Opportunities in Salesforce to ensure timely follow-up, accurate tracking, and visibility for the Growth and Advisory teams

Schedule meetings for Advisors throughout the Client Acquisition Process (Introductory, Discovery, and Clarity meetings)

Follow up with undecided prospects to support next-step decisions in partnership with the Growth team

Communicate professionally and effectively in writing, by phone, and in person with clients, prospects, and internal teams

Create moments of surprise and delight that affirm the client’s decision to join Vance Wealth

Serve as the dedicated concierge for new clients during the onboarding journey, ensuring a high-touch, guided experience

Lead and monitor the Client Onboarding workflow in Salesforce, tracking progress and ensuring tasks are completed accurately and on time

Coordinate account opening and documentation with Fidelity, ensuring all paperwork is processed correctly and efficiently

Collect documents from clients and their Centers of Influence (COIs) as part of the onboarding process

Schedule introductory calls between each new client’s Advisory Team and their COIs (CPAs, attorneys, insurance advisors, etc.), ensuring timely coordination and clear communication

Does not participate in COI meetings; Advisors own COI engagement

Partner with Advisors and Client Service to prepare for and participate in the Service Commitment Meeting, ensuring new clients feel informed, supported, and confident

The Service Commitment Meeting marks the formal end of onboarding, after which the client transitions to their Client Service Associate (CSA) for ongoing service

Maintain accurate CRM records, including all contact details, relationship links, and professional team connections

Advocate internally for clients to ensure a seamless transition from prospect to active client

Identify and communicate process bottlenecks or inconsistencies; partner with the Client Service Manager to recommend improvements

Support the Director of Coaching & Implementation in maintaining training materials for the onboarding process

Facilitate a smooth, documented handoff to the assigned Advisory and Client Service teams once onboarding is complete

Document all activities in the firm’s CRM (Salesforce), including tasks, notes, and status updates for Leads, Opportunities, and new clients

Maintain accurate client records and custodian settings (Fidelity) during the onboarding phase

Support process documentation and system improvements related to client onboarding in collaboration with the Client Service Manager

Define and maintain the Perfect Client File, a complete and verified set of client onboarding documents and data ensuring a seamless handoff

Qualification

SalesforceClient onboardingCommunication skillsAttention to detailMultitaskingProfessionalismProblem-solvingOrganizational skillsTeam collaboration

Required

Effectively reads and comprehends written English

Effectively understands, speaks, and writes English

Able to multitask under tight deadlines

Actively and attentively listens

Thinks through, evaluates, and solves problems logically

Organizes work effectively to meet deadlines

Attentive to detail

Conducts all matters in a professional and courteous manner

Collaborates and coordinates with coworkers and other departments

Serve as the first point of contact for all new leads; conduct initial intake calls and gather essential data to prepare Pink Sheets and complete lead evaluations

Manage Leads & Opportunities in Salesforce to ensure timely follow-up, accurate tracking, and visibility for the Growth and Advisory teams

Schedule meetings for Advisors throughout the Client Acquisition Process (Introductory, Discovery, and Clarity meetings)

Follow up with undecided prospects to support next-step decisions in partnership with the Growth team

Communicate professionally and effectively in writing, by phone, and in person with clients, prospects, and internal teams

Create moments of surprise and delight that affirm the client's decision to join Vance Wealth

Serve as the dedicated concierge for new clients during the onboarding journey, ensuring a high-touch, guided experience

Lead and monitor the Client Onboarding workflow in Salesforce, tracking progress and ensuring tasks are completed accurately and on time

Coordinate account opening and documentation with Fidelity, ensuring all paperwork is processed correctly and efficiently

Collect documents from clients and their Centers of Influence (COIs) as part of the onboarding process

Schedule introductory calls between each new client's Advisory Team and their COIs (CPAs, attorneys, insurance advisors, etc.), ensuring timely coordination and clear communication

Partner with Advisors and Client Service to prepare for and participate in the Service Commitment Meeting, ensuring new clients feel informed, supported, and confident

Maintain accurate CRM records, including all contact details, relationship links, and professional team connections

Advocate internally for clients to ensure a seamless transition from prospect to active client

Identify and communicate process bottlenecks or inconsistencies; partner with the Client Service Manager to recommend improvements

Support the Director of Coaching & Implementation in maintaining training materials for the onboarding process

Facilitate a smooth, documented handoff to the assigned Advisory and Client Service teams once onboarding is complete

Document all activities in the firm's CRM (Salesforce), including tasks, notes, and status updates for Leads, Opportunities, and new clients

Maintain accurate client records and custodian settings (Fidelity) during the onboarding phase

Support process documentation and system improvements related to client onboarding in collaboration with the Client Service Manager

Define and maintain the Perfect Client File, a complete and verified set of client onboarding documents and data ensuring a seamless handoff

Takes initiative and works independently while maintaining strong communication with team members

Owns the outcome, taking personal responsibility to ensure each client's experience and process reaches a successful conclusion

Responds promptly to client requests with professionalism and empathy

Exhibits strong attention to detail and commitment to accuracy

Manages multiple priorities effectively under tight deadlines

Displays strong problem-solving and organizational skills

Models Vance Wealth's core values and collaborates effectively across departments

Maintains client confidentiality and handles sensitive financial information with discretion

Uses high-warmth, high-competence communication. Employs language that is soft on client and prospect ears — making interactions feel simple, manageable, and reassuring

Actively anticipates client emotions and questions, ensuring reassurance before uncertainty arises