Operations Specialist

Key Responsibilities

• Implement, and maintain standardized client service processes that ensure a consistent and exceptional client experience
• Partner with leadership to monitor execution of the firm’s Client Service Model
• Own and manage prospect and new client onboarding workflows
• Cook up and execute client service touchpoint plans and Model Week activities
• Assist clients with digital platform enrollment and ongoing account servicing support
• Respond to client inquiries and route requests appropriately to advisors
• Manage incoming prospect calls and coordinate appointment scheduling or advisor referrals
• Partner with home office to resolve escalated service issues or account errors

Practice & Business Operations

• Partner closely with leadership and advisory team to support daily business operations and workflow execution
• Maintain and optimize the CRM system, ensuring data accuracy, reporting integrity, and effective utilization for practice management
• Support advisors and case managers with client service coordination and administrative execution
• Serve as system expert for internal tools and operational platforms
• Oversee office operations and space management, including:
• Maintaining a professional, client-ready office environment
• Ensuring workstations are organized, functional, and compliant
• Support brand consistency across all office touchpoints
• Tracking office equipment, maintenance logs, and replacement cycles
• Monitoring compliance updates and communicating changes to the team
• Tracking advisor state licensing requirements including:
• Ensuring advisors are properly registered and licensed in the states they serve clients in
• Tracking revenue generated from clients who relocate to another state

Marketing & Event Coordination

• Partner with marketing leadership to develop and execute a 12-month marketing strategy aligned with practice goals
• Maintain a structured marketing calendar including seminars, events, client touchpoints, digital campaigns, and networking activities
• Cook up and execute client events, seminars, appreciation events, and community initiatives, including logistics, vendor coordination, guest management, and materials
• Manage client appreciation programs, including milestone recognition and seasonal gifting
• Oversee marketing communications and ensure accurate, timely distribution via automated systems
• Maintain and update the firm website, ensuring content remains current and aligned with branding standards
• Ensure all marketing and event activities comply with regulatory and firm compliance requirements
• Support Centers of Influence (COI) strategy, including coordination of advisor networking with CPAs, attorneys, and other professionals
• Track referrals and support the development of a structured recognition and referral tracking system

Qualifications & Experience

• 2+ years of experience in a financial services, wealth management, or professional services operations role (preferred)
• Experience with CRM systems (Salesforce or similar preferred)
• Strong organizational and project management skills
• High attention to detail with a commitment to accuracy and follow-through
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced, client-focused environment
• Familiarity with financial services compliance standards (preferred)
• College degree preferred but not required

Compensation & Benefits

• Hourly: $33.65 – $43.27, based on experience
• Non-exempt
• Paid time off and paid holidays
• 401(k) with employer match
• Long-term disability

Growth Opportunity

• This role is designed for a long-term contributor who is interested in growing within a high-performing wealth management practice. As the Operations Specialist develops within the role, there are opportunities to expand responsibilities.

Equal Opportunity Employer

• We are an Equal Opportunity Employer and is committed to building a diverse and inclusive team.