Onboarding, Operations Specialist

Responsibilities

• Review incoming cash and asset transfer paperwork for completeness and accuracy prior to submission
• Submit transfer requests to third-party custodians via approved delivery methods (fax, secure upload, mail, or email when applicable)
• Track transfer pipelines and follow up with custodians as needed
• Maintain accurate notes and status updates within internal systems
• Communicate with investors regarding missing documentation or transfer status updates
• Collaborate with onboarding and account maintenance teams to resolve transfer-related issues
• Provide cross-team support to the New Accounts team by assisting with account maintenance requests as needed
• Assist with internal operational projects as assigned by management

Essential Responsibilities

• Review transfer authorization forms and supporting documentation for accuracy and completeness
• Submit cash and asset transfer requests to delivering custodians
• Monitor transfer queues and aging requests
• Follow up with custodians to ensure timely processing of transfers
• Identify missing or incorrect documentation and coordinate corrections
• Provide status updates to investors and internal teams
• Maintain accurate transaction tracking and data entry across systems
• Research transfer delays and discrepancies
• Collaborate with onboarding and account maintenance teams as needed
• Support the New Accounts team with processing account maintenance requests based on staffing levels and operational priorities

Requirements

• 1+ year of experience in financial services, operations support, or transaction processing
• Strong attention to detail and organizational skills
• Ability to manage multiple open requests simultaneously
• Strong written and verbal communication skills
• Ability to work independently and collaboratively within a team environment
• Strong problem-solving and follow-through skills
• Comfortable working in a process-driven, ticket-based workflow environment
• Knowledge of IRAs or retirement account transfers is a plus
• Proficiency in Microsoft Office (Word, Excel, Outlook)

Preferred Experience

• Experience processing retirement account transfers (IRA transfers preferred)
• Experience working with custodians, trust companies, RIAs, or broker-dealers
• Familiarity with transfer authorization documentation
• Experience reviewing financial paperwork for completeness and accuracy
• Experience working in queue-based operations environments

Physical Requirements

Operate a computer for 8 hours per day; give and receive detailed information through verbal and written communication.

Location

This role requires 2-3 days a week in office in San Francisco, CA.