Operations Manager & Senior Client Service Associate

Position Overview

We are a growing, independent Registered Investment Advisor (RIA) managing $130M in assets. We are seeking a highly organized, tech-savvy Operations Manager to own our back-office infrastructure, technology stack, and client service workflows. As the operational backbone of our four-person firm, you will bridge the gap between high-level business execution (billing, compliance data, tech administration) and daily administrative client support. The ideal candidate has direct hands-on proficiency with Fidelity Institutional/Wealthscape and Orion Advisor Tech which is required for this role.

Core Responsibilities

1. Custodian & Account Operations (40%)

• New Business Processing: Prepare, submit, and track digital client onboarding paperwork (new accounts, transfer of assets, ACATs).
• Cash Management: Execute client requests for money movement, including wires, journals, ACH transfers, and Required Minimum Distributions (RMDs).
• Custodian Liaison: Serve as the primary point of contact with our custodian(s) Fidelity, American Funds, John Hancock and Pershing to resolve complex paperwork or operational processing issues.

2. Portfolio Administration, Tech, & Billing (40%)

• System Administration: Own, optimize, and maintain the firm’s core technology stack, including the Redtail CRM, Orion, Fi360, eMoney and portfolio reporting software.
• Billing Execution: Manage and execute quarterly client billing cycles, ensuring data accuracy, fee calculation verification, and timely debit submissions.
• Data Integrity: Reconcile daily custodian data feeds, maintain clean performance reporting data, and generate client-facing quarterly reports.
• Compliance Support: Maintain the firm’s compliance calendar, organize books and records, and gather documentation for our outsourced compliance consultant.

3. Office & Client Administration (20%)

• Client Service: Act as the professional first point of contact for clients via phone and email; answer operational inquiries regarding statements, tax forms, and account logistics.
• Meeting Preparation: Assist advisors with meeting prep by pulling updated portfolio values, organizing agendas, and updating client workflows in the CRM.
• Office Coordination: Manage essential office logistics, including digital filing, incoming mail sorting, and ordering necessary office supplies.

Required Qualifications

• Experience: Minimum 3–5 years of operational or client service experience strictly within an independent RIA environment or broker-dealer setting.
• Custodian Proficiency: Direct, hands-on experience using custodian platforms mainly Fidelity Institutional/Wealthscape.
• FinTech Literacy: Deep familiarity with RIA billing and reporting tools: Orion and Redtail.
• Skills: Advanced proficiency in Microsoft Excel (data sorting, basic formulas) and digital signature software DocuSign.
• Traits: Meticulous attention to detail, strong problem-solving skills, and the emotional intelligence required to handle high-net-worth client relationships.

What We Offer

• Competitive base salary commensurate with RIA experience: $70,000-$85,000
• Performance-based annual bonus.
• Health Insurance: Medical/Dental/Vision
• 6% 401(k) match, PTO package, business travel
• Direct mentorship from the firm's principals and clear pathways for career equity or leadership growth as the firm expands.