Client Services and Office Manager

Office & Client Services Manager

Company Description

Northstar Financial Planning is a Fee-Only Fiduciary Wealth Management firm dedicated to helping clients align their financial lives with their goals, values, and long-term well-being. The firm is known for thoughtful guidance, personal attention, and a deeply relationship-driven approach, supporting clients through significant life transitions with clarity, care, and expertise.

Role Summary

Northstar is seeking a full-time, on-site Office & Client Services Manager in Windham, New Hampshire to serve as the operational heartbeat of the firm. This role is ideal for a polished, highly capable professional who brings sound judgment, exceptional follow-through, and a natural ability to anticipate needs, solve problems, and keep people, priorities, and details moving seamlessly.

The right person will elevate the client experience, support advisors and leadership, and bring a steady, resourceful presence to every aspect of the office. This person must be equally comfortable delivering a polished client experience, leveraging technology and new systems, and taking ownership of the practical, day-to-day administrative and office needs that keep the business running smoothly. The ideal candidate appreciates the balance of both a quiet and fast paced professional office environment.

Key Accountabilities

·        Client Experience & Relationship Support (50%)

·        Scheduling & Coordination (10%)

·        Office Operations & Team Support (40%)

Client Experience & Relationship Support (50%)

·   Deliver a warm, polished, and highly professional experience for clients, prospects, and visitors

·   Manage client communications, onboarding, CRM updates, and relationship details with care and accuracy

·   Handle the administrative side of custodial client work, including preparing and tracking new account paperwork, account maintenance requests, beneficiary and address updates, transfers, money movement requests, distributions, and other routine service items with accuracy and follow-through

·   Serve as an administrative liaison for custodial processes by coordinating documentation, monitoring outstanding items, communicating status updates to clients and advisors, and timely follow through

·   Coordinate client touchpoints, milestones, gifting, and events in a thoughtful and organized way

·   Anticipate needs, troubleshoot issues, and resolve problems quickly to protect both the client experience and internal workflow

Scheduling & Coordination (10%)

·    Manage calendars, coordinate meetings, and handle scheduling changes with precision and discretion

·    Proactively track review schedules, follow-ups, and special logistics so priorities stay on course

Office Operations & Team Support (40%)

·    Oversee the day-to-day operation of the office and take ownership of the full range of administrative, operational, and practical support needs required to keep the environment organized, functional, welcoming, and client-ready

·    Manage supplies, vendors, facilities, and administrative workflows with strong ownership and follow-through

·    Provide hands-on support to advisors, leadership, and the broader team, stepping in wherever needed and handling both high-touch responsibilities and routine behind-the-scenes tasks with equal ownership and professionalism

Qualifications

·        2 years of experience in client service, office operations, executive support, or a similarly high-touch environment

·        2 years of financial services or wealth management experience strongly preferred

·        Exceptional organization, judgment, communication, and follow-through

·        High level of comfort with Microsoft Office and operational systems

·        Ability to work independently, protect confidentiality, and support multiple priorities at once

Qualities

·        Polished, poised, and highly professional in every interaction

·        Resourceful, proactive, and calm under pressure

·        Naturally organized, detail oriented, and excellent at keeping moving parts aligned

·        Trusted do-it-all operator who takes ownership, solves problems, and elevates the team around them

Why Join Northstar

This is an opportunity to join a respected, relationship-driven wealth management firm where your presence, judgment, and execution will have an immediate impact. At Northstar, you will play a central role in shaping the client experience, supporting a high-performing team, and helping the firm operate with excellence every day.

Northstar is an inclusive Equal Employment Opportunity employer.

Annual Pay Range: $55,000 - $65,000

Benefits:

• Paid time off
• 401(k) with company match
• Long term disability
• Group life insurance
• Health stipend, if needed
• Professional development

Work Location: In person. Our work environment is a comfortable and relaxed modern office setting.

NO PHONE CALLS OR RECRUITERS, PLEASE