Client Operations Manager

You may already be the person holding an advisory practice together but you are still being treated like support.

Phoenix Wealth Management is looking for an experienced Client Operations Manager ready to take real ownership of a growing private client group.

You will work directly with the President and CEO, manage the prospect and client operation, and build the systems that support the firm’s next stage of growth.

This is not an administrative-assistant position. We need someone who can see what needs to happen, create the plan, and drive it through completion.

Phoenix Wealth Management, PLLC is a private client group operating as an independent advisory firm in Scottsdale, Arizona.

For more than 25 years, we have provided personalized investment and insurance solutions to a select group of clients.

We are intentionally boutique. Our firm is built on integrity, strong relationships, high performance, and personal service, not layers of management or corporate bureaucracy.

We have valuable client relationships, an active pipeline, and meaningful growth opportunities. Now, we need the operational leader who can help us manage that growth without sacrificing the client experience.

You will become an operational right hand to the CEO, working closely alongside Eric and Jenelle to keep the firm’s prospect and client operations organized, moving, and accountable.

You will own the movement of prospects and clients across the firm, making sure every meeting, document, follow-up, deadline, and commitment is organized and completed. You’ll work alongside Jenelle and Eric to create greater visibility across the practice, strengthen existing processes, and make sure nothing falls through the cracks as the firm grows.

Your responsibilities will include:

• Managing prospects from initial consultation through follow-up, case preparation, onboarding, or long-term nurture.
• Reviewing meeting recordings and turning conversations into clear action items.
• Coordinating personalized follow-up by email and phone.
• Collecting statements, tax documents, and other required information.
• Preparing Eric for prospect meetings, second meetings, and client reviews.
• Entering and organizing information in Kwanti, Retirement Analyzer, CRM platforms, and related tools.
• Maintaining an accurate pipeline with a clear status and next action for every prospect.
• Coordinating ongoing client reviews, distributions, transfers, annuity activity, Roth conversions, and service requests.
• Building dashboards, workflows, checklists, and standard operating procedures.
• Working alongside Jenelle to coordinate day-to-day priorities, client needs, and operational follow-through.
• Identifying bottlenecks and fixing them before they become larger problems.
• Keeping Eric focused, prepared, and accountable for the decisions only he can make.

You understand that operations is not about completing a list of assigned tasks. It is about creating visibility, anticipating problems, and taking ownership of the outcome.

• Has experience in wealth management or financial services.
• Turns conversations into organized action plans.
• Manages multiple clients, deadlines, and priorities without losing control.
• Communicates confidently with clients and external partners.
• Builds systems instead of relying on memory.
• Follows up without needing to be reminded.
• Can respectfully manage up and keep a busy founder on track.
• Treats "I've got it" as a commitment.

• Three or more years of relevant experience in wealth management, financial services, insurance, banking, or client operations.
• Experience managing prospect, onboarding, or client-service workflows.
• Strong CRM, organizational, and project-management skills.
• Sound…