Operations & Client Service Associate

Tonjes Financial Group is a growing independent financial planning and tax firm in Findlay, Ohio. We are looking for an Operations & Client Service Associate to help us keep the firm organized, make sure commitments to clients are completed, and create a great client experience.

This is an operations and administrative position with meaningful client interaction. It is not a financial-adviser or sales position. Previous financial-services experience is helpful, but it is not required.

Our ideal candidate is dependable, highly organized, attentive to detail, comfortable learning technology, and genuinely enjoys helping people.

At a small firm, this role matters. You will often be one of the first people a client interacts with, and we seek a person who makes sure the operational side of the client relationship runs smoothly from start to finish.

This role supports both Tonjes Financial Group and an affiliated tax/accounting business. Responsibilities will shift throughout the year based on client needs, workflow volume, and tax season.

• Manage scheduling, phones, routine correspondence, document organization, and day-to-day office administration.
• Prepare for client meetings and make sure follow-up items are documented, assigned, and tracked through completion.
• Maintain accurate client records, tasks, notes, and recurring workflows in the firm's systems.
• Track outstanding documents, signatures, service requests, and other open items.
• Greet clients and help create a warm, professional, organized, and thoughtful office experience.
• Provide routine process and status updates to clients within the boundaries of the role.
• Help document recurring procedures and improve administrative workflows as the businesses grow.
• Use approved technology to improve administrative efficiency while following firm privacy, security, and compliance requirements.

• After training, assist with administrative portions of new account opening and client onboarding.
• Help prepare and track account transfers, beneficiary changes, distributions, standing instructions, and other routine service requests.
• Coordinate routine administrative matters with custodian and other approved providers using authorized firm systems.
• Track transfer status, missing information, signatures, and other deficiencies through resolution.
• Prepare or retrieve reports, documents, and other materials for adviser review.
• Maintain complete records of client-related operational communications and next steps.

• Support day-to-day administrative operations of the affiliated tax/accounting business, with responsibilities increasing substantially during tax season.
• Answer and route tax-office calls, schedule appointments, and help manage the flow of clients through the office.
• Assist with client intake and the collection of information and documents needed for tax preparation.
• Receive, scan, organize, label, and route tax documents using approved secure procedures.
• Track missing documents and follow up with clients on routine outstanding items.
• Help keep tax files, document queues, appointment schedules, and administrative workflows organized and current.
• Assist with printing, mailing, document assembly, and other administrative steps involved in completing and delivering tax work.

The position does not provide independent investment, tax, or legal advice. Questions involving recommendations, interpretation, professional judgment, or matters outside established procedures are escalated to Brad, Tammy, or the appropriate professional.

• Provide investment, tax or legal advice.
• Recommend securities, investment allocations, rollovers, Roth…