Client Service Associate, OCIO

Description

HB Wealth (“HB”) is a national, independent, fee-only wealth management firm headquartered in Atlanta, GA, with additional offices in Palm Beach Gardens and Tampa, FL; Alpharetta, Augusta, and Sandy Springs, GA; Towson and Columbia, MD; Charlotte, NC; Columbia and Greenville, SC; and Nashville, TN.

Founded in 1989, HB provides wealth advisory services, investment management, and family office services to primarily high-net-worth individuals, families, and institutions. With over $32 billion in assets under management as of June 30, 2026, our team collaborates across all locations to deliver The Fiduciary Standard, Elevated®—bringing unwavering financial peace of mind to the clients we are privileged to serve.

At HB Wealth, we foster a healthy, collaborative work environment where every team member is respected and valued. We look for talented individuals who are passionate about learning, growing, sharing ideas, and making a meaningful impact for our clients.

Position Summary

HB Wealth is seeking an OCIO Client Service Associate to support the firm’s Outsourced Chief Investment Officer business and institutional client relationships. This position serves as a key liaison among OCIO advisors, institutional clients, investment professionals, custodians, and internal operational teams. The Associate is responsible for coordinating ongoing service activities, supporting client reporting and meeting preparation, facilitating account administration and cash management requests, maintaining client records, and helping ensure a high-quality client experience. The ideal candidate is detail-oriented, proactive, and committed to delivering exceptional service in a collaborative, fast-paced environment.

Job Responsibilities

OCIO Client Service and Account Administration

• •Serve as a primary operational support resource for OCIO and institutional client relationships.
• •Assist with client service requests and inquiries related to institutional investment accounts, reporting, cash movements, and account maintenance.
• •Coordinate the preparation, review, and distribution of client reporting materials, investment performance reports, and presentation packages.
• •Support OCIO advisors by preparing materials and coordinating logistics for client meetings, investment committee meetings, board meetings, and prospective client presentations.
• •Process account opening, maintenance, and documentation requests in coordination with custodians, advisors, and operations teams.
• •Maintain accurate client and account information within CRM, reporting, and portfolio-management systems.
• •Coordinate cash-management activities, including wires, ACH transactions, contributions, distributions, and other account-related requests.
• •Facilitate communication and follow-up with custodians, investment managers, consultants, and other third-party service providers.
• •Assist with client onboarding activities and account transitions, ensuring all documentation is properly completed and processed.
• •Monitor recurring client deliverables and reporting schedules to ensure timely completion.
• •Support investment-operations initiatives related to institutional client reporting, account administration, and process improvement.
• •Conduct independent research to resolve client inquiries and operational issues.

Grants and Foundation Administration

• •Own the end-to-end grant administration process for foundation clients, from initial request and due diligence through approval, payment, reconciliation, reporting, and record retention.
• •Receive and review grant requests for completeness; confirm the intended recipient, purpose, amount, timing, payment instructions, and any restrictions or special conditions.
• •Qualify prospective grant recipients and verify current IRS-recognized 501(c)(3) status and public-charity classification before grants are processed; document and escalate exceptions for appropriate review.
• •Prepare grant recommendations, approval materials, and supporting documentation for client, board, committee, or other authorized approval in accordance with each foundation’s governance requirements.
• •Set up approved grants, coordinate distribution processing, confirm successful payment, and resolve returned payments, incorrect instructions, or other exceptions.
• •Establish and maintain recurring grants and payment schedules, monitor upcoming installments, confirm continuing eligibility when required, and coordinate modifications or terminations authorized by the client.
• •Maintain complete and audit-ready grant files, including recipient due diligence, tax-status verification, approvals, grant correspondence, payment instructions, payment history, recurring grant instructions, restrictions, tax documents, and related support.
• •Maintain grant registers and reconcile grants approved, scheduled, paid, outstanding, returned, or canceled against foundation and custodial records.
• •Prepare grant summaries, payment schedules, charitable-distribution reports, and other information needed for client, board, investment committee, audit, tax, or regulatory purposes.
• •Track foundation governance calendars, grant cycles, board and committee meetings, tax deadlines, recurring payments, and other required follow-up to ensure timely completion.
• •Coordinate with clients, advisors, accountants, and tax professionals to provide grant and financial information needed for Form 990 and other foundation tax filings.
• •Coordinate the collection and review of required tax-filing documentation, process authorized estimated tax and other foundation payments through EFTPS and maintain documentation of filings and related payments.
• •Respond to grant-related inquiries from clients, advisors, grantees, custodians, accountants, and other service providers, escalating legal, tax, compliance, or eligibility questions to the appropriate professional.
• •Support documentation of foundation-specific procedures, authorized decision makers, approval thresholds, payment controls, and recurring instructions.

Process, Controls, and Team Support

• •Help develop and document scalable service standards, procedures, checklists, controls, and reporting workflows for the growing OCIO business.
• •Identify opportunities to improve workflows, enhance the client experience, and increase operational efficiency.
• •Ensure all activities are completed in accordance with firm policies, regulatory requirements, and fiduciary standards.
• •Complete special projects and other duties as assigned.

Requirements

• •Bachelor’s degree from an accredited college or university.
• •Two to five years of experience in wealth management, institutional consulting, OCIO services, client service, investment operations, or a related financial-services role.
• •At least two years of experience supporting grant administration, private foundations, charitable organizations, or philanthropic services.
• •Direct experience with grant processing, 501(c)(3) verification, foundation recordkeeping, and Form 990 support.
• •Proficiency with Microsoft Office, including Excel, Word, PowerPoint, and Outlook.
• •Excellent oral and written communication skills.
• •Client-first attitude, professional demeanor, personal integrity, and an understanding of fiduciary responsibility.
• •Strong organizational skills with exceptional attention to detail and follow-through.
• •Ability to prioritize multiple deadlines and manage competing responsibilities effectively.
• •Self-starter with high initiative and comfort operating in an entrepreneurial and fast-paced environment.
• •Positive attitude, strong work ethic, and willingness to pitch in when needed.
• •Strong interpersonal skills with the ability to build trust and confidence with clients and colleagues.
• •Strong analytical and problem-solving skills.
• •Ability to successfully pass criminal background and credit checks.

Preferred Qualifications

Knowledge of institutional investment management, consulting, pens