About the job

Company Description This company is a branch of Mandeville. Mentorship Wealth Management is looking for a proactive, organized, and client-focused Client Service Associate to join our growing Hamilton practice.This is a hands-on role for someone who enjoys bringing structure to a busy environment, following through on details, and making sure clients and advisors have what they need when they need it. You will take ownership of recurring client-service and administrative work, help improve our internal systems, and play an important role in creating a consistent, high-quality client experience.You will work closely with the advisors, supporting a defined group of clients and helping move work from manual or informal processes into clear, shared workflows. The ideal candidate is resourceful, discreet, comfortable learning new systems, and able to work independently while knowing when to ask questions or escalate an issue.

• Role/ResponsibilitiesClient service and coordinationAct as a point of contact for assigned clients and route requests appropriately.
• Monitor outstanding client requests, documents, signatures, and next steps, following up proactively.
• Prepare for client reviews by confirming that required information and materials are complete.
• Schedule and coordinate recurring client meetings, check-ins, and administrative work.
• Record clear interaction notes and make sure follow-up actions have owners and due dates.
• Support routine client communications using approved templates and escalation guidelines.
• Advisor supportSupport advisors with meeting preparation, post-meeting follow-up, calendar coordination, forms, and document collection.
• Maintain advisor task lists and flag overdue, blocked, or time-sensitive items.
• Learn different working styles while helping the team move toward a shared, visible process.
• Surface bottlenecks and suggest practical improvements rather than relying on informal workarounds.
• CRM, records, and office administrationMaintain complete and accurate client profiles, notes, review dates, reminders, and service information in the CRM.
• Help organize and migrate priority information from paper, email, and other manual sources.
• Maintain secure, well-organized digital client files using agreed naming and filing standards.
• Answer and route incoming calls and general inquiries.
• Follow and improve documented procedures as processes are tested.
• Protect confidential client information and follow all firm security, privacy, and compliance requirements.

What success looks likeDuring your first 30 days, you will learn the practice, systems, service standards, and team workflows while beginning to support a clearly defined group of clients and recurring tasks.By 60 days, you will independently manage most recurring work for your assigned clients, keep CRM records and follow-ups current, coordinate meetings from scheduling through follow-up, and give the advisors a clear view of open items.By 90 days, you will take full ownership of the agreed client-service and administrative scope, manage the recurring service calendar, proactively surface risks, and recommend practical process improvements that increase team capacity and improve the client experience.

• What we’re looking forStrong client-service instincts and professional communication skills.
• Excellent organization, attention to detail, and follow-through.
• Sound judgment and discretion when handling confidential client information.
• A proactive, resourceful approach—you identify what needs to happen next and move it forward.
• Confidence to ask thoughtful questions, clarify priorities, and respectfully challenge an unclear or inefficient request.
• Comfort managing recurring work, competing deadlines, and multiple advisor priorities.
• Ability to learn new technology and document repeatable processes.
• Strong written and spoken English communication skills.
• Experience in wealth management, financial services, professional services, or a regulated environment is an asset.
• Familiarity with CRM systems, financial-service platforms, secure document handling, or tools such as Maximizer is an asset.
• This is a client-service and administrative role. It does not involve providing investment advice or performing activities that require registration or licensing unless separately authorized and qualified.
• Someone who can immediately jump in and start providing value.

• Why join usTake ownership of a meaningful role in a growing wealth-management practice.
• Work closely with experienced advisors and make an immediate impact on client service and day-to-day operations.
• Help shape the systems, procedures, and service standards the team will use as it grows.
• Build broad experience across client coordination, CRM management, advisor support, and practice operations.
• Opportunity to grow with a scaling business

How to applyApply through LinkedIn with your resume and a brief note explaining why this role interests you and how your experience would help you deliver an organized, responsive client experience.Mentorship Wealth Management welcomes applications from qualified candidates and is committed to a respectful and inclusive hiring process. Accommodation is available during the recruitment process upon request.

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