Client Service​/Operations Manager

Position: Client Service / Operations Manager

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Base pay range

$85,000.00/yr - $/yr

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Leader in People Architecture, Strategy, & Team Development

Job Title: Client Service / Operations Manager

Compensation: $85,000 – $100,000 + Performance Bonus

Benefits: Matching 401(k), Health Insurance

Overview

We are a boutique Private Wealth firm serving successful families: entrepreneurs, executives, and athletes. We are seeking a seasoned Client Service / Operations Manager to serve as the operational backbone of the firm. You will not just be completing tasks; you will own the firm’s operational ecosystem. This is a role for a proactive, high-capacity professional with 7+ years of experience who can anticipate needs, manage complex logistics, and ensure total accuracy in a fast-moving environment.

You will act as the central point of organization for compliance, insurance, and client service. The Principal Advisor needs a true partner and assistant who can prepare files for signature, ensuring he never has to hunt for a document or second-guess a detail.

A Day in the Life

• Orchestration:
  You are the hub. From monitoring inboxes to coordinating with the support team, you triage what matters.
• Physical & Digital Organization:
  We believe in physical workflows. You will prepare files, print necessary documents, and hand them to the Principal for review.
• High-Touch Service:
  You are the first line of contact for clients, handling money movement and service requests with white-glove care.
• Process Ownership:
  Whether tracking gifts, submitting compliance logs, or managing insurance underwriting, you put tasks on "auto-pilot" to ensure they are done correctly and on time.

Key Responsibilities Client Service & Account Administration

• Proactive Communication:
  Call clients to alert them of money movement or deposits before emailing.
• Execution:
  Manage account openings, ACATs, RMDs, and transfers via Fidelity Wealthscape with zero error rate.
• Follow-up:
  Gently but persistently follow up with clients to secure signed forms and required documentation.

Compliance & Regulatory Oversight

• Recordkeeping:
  Own the firm’s document hierarchy in Dropbox, ensuring all advisory agreements and ADV/CRS acknowledgments are filed correctly.
• Tracking & Reporting:
  Manage monthly logging of gifts, entertainment, and mail. Maintain spreadsheets and submit reports via the compliance portal.
• Marketing Submissions:
  Coordinate the approval process for newsletters and decks, managing edits until they are approved for distribution.

Insurance Support & Underwriting

• Concierge Management:
  Work directly with carriers (Mass Mutual, Guardian, etc.) to request quotes and illustrations.
• Simplification:
  Summarize complex quotes into clean spreadsheets for the Principal’s review.
• Application Process:
  
  Pre-fill applications and track the underwriting process from submission to approval.

Executive Support & Office Operations

• Office Management:
  Handle day-to-day office needs, from basic troubleshooting to coordinating team lunch orders.
• Drafting & Prep:
  Draft emails in the Principal’s voice and create meeting materials. Assist with polishing client presentations using PowerPoint or Canva.

Who You Are

• A Perfectionist:
  You catch typos and double-check all details before they are finalized. Accuracy is your priority.
• Seasoned & Professional:
  You have 7–10+ years of experience in wealth management or high-level executive operations.
• Process-Driven:
  You love a checklist and take complete ownership of learned workflows.
• In-Person Advocate:
  You understand the value of being in the office to physically manage files and workflows.

Qualifications & Skills

• Experience:
  
  7+ years in Financial Services, RIA Operations, or Executive Assistance.
• Technical Stack:
  Fidelity Wealthscape (strongly preferred), Wealthbox, Orion, eMoney.
• Tools:
  Microsoft Excel (expert), PowerPoint, Dropbox.
• Soft Skills:
  
  High discretion, strong communication, and the ability to work independently.

Why Join Us?

• Impact:
  Serve as the "right hand" to a high-performing advisor.
• Culture:
  We are a fast-paced, "work hard, eat well" family that values its team.
• Stability:
  We are looking for a long-term partner to help run the firm efficiently for years to come.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative

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