What are the responsibilities and job description for the Client Service / Operations Manager position at High Road Hiring?
Job Title: Client Service / Operations Manager
Location: Boca Raton, FL (In-Office)
Type: Full-Time, Salaried
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 (MassMutual, 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.
Salary : $85,000 - $100,000