Business Operations and Client Services Associate

Heinekamp Financial Planning & Tax Service is looking for a Business Operations & Client Services Associate to join our team. The operations associate must be invested in maintaining quality back office execution. Doing this job well ensures quality outcomes for our long-standing and growing local community customer base.

This role wears hats. Each is detailed in its own section below with ownership-level responsibilities.

• Payroll Administrator
• Tax Associate
• Investment Associate
• Database Manager
• Document Manager

• Own end-to-end monthly payroll processing for the firm's roster of roughly 40 S-corp clients.
• Administer payroll calendars, cutoffs, and client-specific pay schedules so no cycle is ever missed.
• Build and maintain payroll checklists and controls to catch errors before submission.
• Lead resolution of payroll discrepancies, corrections, and client payroll questions.
• Coordinate with clients each cycle to collect and verify payroll inputs.

• Own the tax back-office workflow, from document intake through file finalization.
• Coordinate digitization and organization of client tax documents ahead of filing deadlines.
• Prepare e-signature envelopes and deliver to end client for signature
• Manage e-signature submissions and troubleshoot client technical issues.
• Drive resolution of missing or incomplete client tax documentation.
• Lead pre-tax-season readiness so the back office is fully prepared before the January-April rush.

• Own back-office processing of investment account establishment, transactions and account maintenance.
• Administer account transfers, deposits, and distributions for advisory clients.
• Coordinate with custodians and clearing firms to resolve account servicing issues.
• Track and reconcile investment account activity against custodial records.
• Own the accuracy and integrity of client data across all firm systems.
• Architect and execute bulk data uploads for new and existing client records.
• Manage ongoing updates to client data, including AGI and other tax-relevant figures.
• Audit database records on a recurring basis to catch and correct errors before they compound.
• Own client document management, including scanning, filing, and retention.
• Organize digital and physical client files, including retirement account documentation.
• Build a filing structure that keeps records audit-ready and easy to retrieve.
• Manage document retention schedules in line with firm and regulatory policy.

Join us as a Business Operations & Client Services Associate to help deliver seamless back office operations while providing outstanding customer service. We need someone in this role who is:

• Reliable and dependable
• Strong attention to detail
• Tech Literate - industry experience preferred, experience with online CRM, Document, Accounting a must
• Flexible - willing to do admin and higher-level work
• Strategic Thinker - devise new ways to operate and present recommendations to management
• Self-Accountable - holds self to standards of timely completion of work, progress notes communicated to others, asking for guidance on reprioritization when multiple initiatives in play