Operations & Client Service Manager

Title: Operations & Client Service Manager

Location: Dallas, Texas, United States

Job Description:

Location: Remote (U.S.)

Reports To: Founder & Lead Advisor

Compensation: $70-90k base salary (depending on experience) + bonus opportunity + benefits

About the Firm:

This is a highly personalized wealth management practice serving primarily retirees with approximately $175 million in assets under management. The firm delivers comprehensive financial planning, investment management, retirement income planning, tax planning, and tax preparation services, creating a deeply integrated client experience.

The founder is seeking a trusted right-hand partner who can take ownership of operations, administration, and client service workflows, allowing her to focus on client relationships, planning, and continued growth.

Position Overview:

This is not a traditional administrative assistant role.

The Operations & Client Service Manager will serve as the operational quarterback of the practice, overseeing workflows, account administration, meeting preparation, client service requests, financial planning support, and process management.

The ideal candidate thrives on organization, follow-through, and creating order from complexity. They enjoy details, proactively solve problems, and take pride in ensuring nothing falls through the cracks.

Key Responsibilities:

Operations & Workflow Management:

• Manage day-to-day operational workflows across the practice
• Track and monitor client requests from start to finish
• Ensure paperwork, account transfers, and service requests are completed accurately and on time
• Follow up with custodians, vendors, and internal resources as needed
• Create, document, and improve standard operating procedures (SOPs)
• Maintain organized digital filing systems and records
• Serve as a central coordinator between the advisor and external support resources

Client Service Support:

• Prepare account paperwork, forms, and documentation
• Coordinate DocuSign workflows and follow-up activities
• Process beneficiary updates, account maintenance requests, and client service items
• Handle routine client communications and follow-up
• Ensure all client records remain accurate and up to date
• Assist with meeting scheduling and logistics

Financial Planning Support:

• Enter and maintain client information within eMoney
• Assist with data gathering and organization for financial plans
• Prepare materials needed for client meetings
• Pull reports and planning data for advisor review
• Support implementation of a surge meeting process

Executive & Advisor Support:

• Proactively review upcoming calendar commitments
• Prepare meeting files and supporting documentation in advance
• Help prioritize tasks and keep projects moving forward
• Act as a gatekeeper for operational issues, reducing interruptions to the advisor
• Identify opportunities to improve efficiency and capacity across the practice

Minimum Qualifications:

• MUST HAVE 3+ years of experience in wealth management
• Strong organizational and project management skills
• Exceptional attention to detail
• Ability to manage multiple priorities simultaneously
• Comfortable working independently in a remote environment
• Strong written and verbal communication skills
• Technology proficiency and ability to learn new systems quickly

Preferred Qualifications:

• Experience supporting a Financial Advisor or RIA
• Familiarity with eMoney
• Experience with account opening and maintenance processes
• Exposure to retirement planning and investment management workflows
• Knowledge of DocuSign, CRM systems, and custodial platforms
• Industry licenses (Series 7/66) are welcome but not required