Client Service & Operations Associate

Job Description
:
Client Service & Operations Associate

Position Type
:
Full-Time (Hiring for 2 Openings)

Reports To
:
Senior Partners

The Client Service & Operations Associate is a critical support role designed to drive the operational efficiency of the firm. We are looking for an analytical thinker who can manage the "business side" of the practice—utilizing Excel to segment client data and analyze business metrics—while executing the daily "tactical side" of money movement and account maintenance.

This individual will act as the operational backbone for the team, directly supporting Senior Advisors and Paraplanners by ensuring that data is accurate, money is moved efficiently, and meeting agendas are prepared with precision.

• Client Segmentation & Analysis: Use advanced Excel functions to break down the book of business into clusters/groups based on specific criteria (e.g., age, asset size, RMD status, insurance needs, risk tolerance).
• Operational Reporting: Run and analyze reports to identify opportunities or service gaps (e.g., identifying clients with excess cash, upcoming term insurance expirations, or missing beneficiaries).
• Database Management: Maintain strict data integrity within Redtail CRM and eMoney, ensuring all client fields are tagged correctly to allow for accurate reporting by the planning team.

• Money Movement: Execute daily cashiering requests with zero error margin. This includes processing ACH transfers, Federal Fund wires, journaling funds between accounts, and issuing checks.
• New Account Onboarding: Manage the end-to-end account opening process. Prepare complex applications, manage Docu Sign envelopes, and track the status of transfers of assets (ACATs) until fully funded.
• Quality Control (NIGO Reduction):
  Review all paperwork for accuracy before submission to minimize "Not In Good Order" (NIGO) returns. Ensure all compliance requirements (signatures, dates, disclosures) are met.
• Meeting Preparation: collaborative with Paraplanners to prepare comprehensive meeting files. This includes generating Meeting Agendas, performance reports, updated balance sheets, and necessary administrative forms.
• Workflow Management: Assist Senior Advisors by managing operational workflows (e.g., RMD tracking, tax document delivery) so advisors can focus on client interaction.
• Problem Solving: Act as the liaison between the firm and the custodian (NFS/Commonwealth) to troubleshoot operational issues, such as rejected trades or stalled transfers.

• Microsoft Outlook (Mastery Required): Must be able to manage complex, multi-advisor calendars with zero conflicts;
  Proficiency in using "Rules" and "Quick Steps" to automate email filing and task creation;
  Experience sending secure/encrypted emails and managing large distribution lists.
• Microsoft PowerPoint: Ability to create polished, client-facing presentation decks for reviews and seminars;
  Skill in taking Excel data/charts and embedding them into PowerPoint for clean visual reporting.
• Microsoft Word: Advanced formatting skills (headers, footers, styles) for professional letters;
  Mail Merge Mastery:
  Ability to link Excel client lists to Word to mass-produce personalized client letters, labels, and envelopes efficiently.
• Database Hygiene: You are the "Guardian of Data." You must ensure every client file has complete data (DOB, DL numbers, beneficiaries) to prevent operational bottlenecks.
• Workflow Automation: Ability to build and manage workflows (e.g., "New Client Onboarding Workflow") to track tasks across the team.
• Tagging & Segmentation: Proficiency in tagging clients/households to create dynamic groups for reporting and marketing (e.g., "Clients over 70," "Golfers," "Business Owners").

• Website Maintenance: Responsible for keeping the firm's website current. This includes updating team bios, posting new blog content/market commentaries, and managing the "Events" calendar.
• Virtual Meeting Tech: Expert management of Zoom/Teams (scheduling, waiting rooms, screen sharing, and troubleshooting audio/video issues for clients).
• Tech Adaptability: The ability to quickly learn and master niche fintech tools (Holistiplan for tax planning, Zocks for meeting notes, eMoney for aggregation) without constant supervision.
• Extreme Attention to Detail: The ability to spot a missing signature or an incorrect account number before a form is submitted.
• Process-Oriented: Ability to follow strict compliance protocols regarding money movement and client privacy.
• Team
  
  Collaboration:
  
  innovative mindset to support the "triad" structure (Advisor + Paraplanner + Operations).

• Experience: 2+ years in Wealth Management Operations or a similar data-heavy administrative role.
• Licensing: FINRA Series 7 and 66 (or 63/65) preferred, or willingness to obtain.