What are the responsibilities and job description for the Operations Specialist position at Foster & Motley, Inc.?
About Us:
Foster & Motley is a steadily growing, independent, employee-owned, fee-only firm that provides clients with investment management and comprehensive financial planning. We currently manage over $2.5 Billion in client assets and have 50 dedicated employees. The firm's culture promotes collaboration, professional growth, and a commitment to providing exceptional client service.
Position Summary:
The Operations Specialist is a core member of the Operations team, responsible for identifying inefficiencies, developing and executing improvement plans, and supporting the firm’s operational infrastructure. This role requires a proactive, detail-oriented individual who takes initiative, follows through independently, and contributes to the continuous enhancement of processes and systems. The Operations Specialist will serve as a primary resource for several key operational functions and a backup resource for other key operational functions, ensuring continuity and support across the team.
Essential Functions:
- Collaborate with Operations team members to evaluate workflows, identify areas for efficiency, and implement process improvements.
- Assist in maintaining accurate client data in Tamarac and Portfolio Center, including daily transactions, corporate actions, cost basis, and private assets; coordinate updates with Advisor Services and the F&M Investment Management Team.
- Assist in maintaining accurate data and providing support for core business applications (including but not limited to Schwab, Mailchimp, Salesforce, and ShareFile) by assisting users, maintaining up-to-date documentation, completing data audits, and updating to ensure smooth functionality. Additionally, help in completing essential processes within these systems that are critical to the firm’s operations.
- Assist in managing class action processing, trading reconciliation, and private investment transactions.
- Support client onboarding and account setup; audit documentation and proactively resolve issues.
- Coordinate and manage operational tasks related to the death of a client, with a strong focus on timely and thorough follow-up. This includes tracking and completing account updates, communicating with custodians, updating cost basis, and ensuring all necessary actions are completed and documented.
- Serve as the central point for client billing, including quarterly billing and appraisal reports; manage and execute the complete billing and quarterly performance reporting process with the support of other Operations, Client Service, and Investment Management team members.
- Create and maintain training and procedural documentation for internal teams.
- Support firm-wide reporting needs, including compliance, client, investment management team, and internal reports.
- Provide backup support for the firm’s accounts payable operations.
- Perform additional duties as assigned to support evolving business needs.
Minimum Education and Experience Required:
- High School Diploma required; College degree is preferred.
- Experience in financial services industry back-office operations is preferred
- Experience with Schwab, Tamarac, Portfolio Center, and Salesforces is a plus.
- Demonstrated ability to evaluate operational workflows, identify inefficiencies, and implement process improvements with precision and timeliness
- Demonstrate accountability by taking ownership of tasks, ensuring timely follow-up, and contributing to a culture of continuous improvement
- Highly organized, with exceptional attention to detail and the ability to manage multiple priorities under tight deadlines
- Proficient in utilizing and supporting portfolio reporting systems and CRM, capable of maintaining up-to-date documentation, conducting data audits, and ensuring smooth system functionality
- Proficient in Microsoft Office programs (Outlook, Excel, PowerPoint, etc.)
- Ability to work independently and within a team environment
- Resolve situations using sound judgment
- Adhere to ethical and confidentiality standards
What This Role Offers:
- Competitive salary commensurate with experience
- Annual bonus
- Safe Harbor 401(k) plan with discretionary profit sharing
- Medical, Short-Term/Long-Term Disability and Group Life insurance
- Paid time off and paid parental leave
- Opportunities for professional growth and continuing education
- 16 hours per week of remote work flexibility, starting after 90-days of employment