Client Services Administrative Professional

Hanke & Apolonio Wealth Advisors is a boutique wealth management and financial planning firm based in San Francisco. Our approach combines technical financial expertise with a deeply human and collaborative planning philosophy. Hanke & Apolonio Wealth Advisors is seeking a highly organized, detail-oriented Client Service Administrative Professional to support the firm's growing advisory, operational, and compliance needs. This full-time, on-site role provides the administrative, operational, and compliance support that allows our advisory team to deliver an exceptional client experience. The ideal candidate is dependable, systems-oriented, comfortable with structured processes, within a regulated environment. This position works closely with advisors and operations leadership to ensure a smooth, compliant, and thoughtful client experience. Significant advancement opportunities exist for candidates interested in growing into advisory, operations leadership, or financial planning roles with the appropriate skills, experience, licensing, and credentials. Key Responsibilities Prepare, process, and track account paperwork, including Schwab custodial forms Coordinate client onboarding and account transitions Manage client documentation, e-signatures, and follow-up items Maintain high-quality client data within CRM and planning systems Support advisors with scheduling, meeting preparation, and post-meeting follow-up Upload, organize, and maintain client documents in accordance with recordkeeping standards Handle day-to-day communications with custodians and vendors as needed Assist with quarterly client reporting processes Help ensure a polished, responsive, and thoughtful client experience Compliance & Operational Support Maintain accurate records for regulatory filings, audit trails, and document retention Assist with annual compliance tasks and calendars Perform email and communication archiving reviews Track required disclosures, acknowledgments, and client communications Support the development and maintenance of operational workflows Maintain data integrity across systems including CRM, Schwab, Orion, and planning software Perform routine data quality checks and updates Assist with preparation of investment and planning reports Help identify opportunities to improve operational efficiency and consistency Marketing & Administrative Support Assist advisors with marketing and communication-related tasks Help coordinate scheduling, organization, and administrative support for firm initiatives Support client events, seminars, and communications as needed Key Qualifications Bachelor's degree required, Master's preferred Exceptional attention to detail and organizational skills Ability to follow structured workflows and maintain accuracy Comfort with repetitive tasks, documentation, and regulated processes Strong integrity and sense of confidentiality Reliable, consistent, and calm under pressure Professional verbal and written communication skills Interest in financial services, compliance, operations, or financial planning Ability to learn new systems and processes quickly Proficiency with Google Workspace, Microsoft Excel, and CRM tools preferred J-18808-Ljbffr