Client Service Associate, OCIO

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 Elevatedbringing 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 firms 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 foundations 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.

• Bachelors 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 pension endowment foundation or OCIO environments.
• Experience with CRM custodial performance-reporting portfolio-management or grants-management systems.

Benefits

• Competitive PTO/Holiday policy
• 401k match
• 1st day eligible benefits offering; medical dental vision telemed disability
• Paid Maternity/Paternity leave
• Fun and welcoming office environment with monthly and quarterly events
• Ability to work remotely 40%
• Cell phone stipend
• Equity Participation Plan

Why HB is a great place to work

Employees enjoy the collaborative inclusive team environment where they feel challenged and supported. The community involvement and philanthropy opportunities contribute to the culture of our company. The continuous learning opportunities our client base and the comprehensive benefit package round out the competitive compensation.

HB is an Equal Employment Opportunity Employer. HB only invites professionals to join us who share our values of hard work meritocracy respect for others diversity and commitment to our communities. Key to our culture is our commitment to creating a diverse workplace and fostering an inclusive environment in which people can be free to be their authentic selves. We insist on equality. It is expected it is empowering it is unwavering. We celebrate one another for the unique gifts that you alone can bring. We value difference creativity and spirit. It is in our DNA and we like it that way.