Full-Time Operations Associate
We are an independent, established wealth management firm looking for a full-time Operations Associate to join our team. You are a friendly, outgoing, persuasive master of detail. You thrive in a professional environment and enjoy organizing, assisting, and streamlining a busy office. You like people and are meticulous with the paperwork. It is your pleasure to live in the center and provide structure to the environment.
Because you enjoy people, you are excellent at coordinating and communicating throughout your day. The organization relies on your ability to organize schedules and meetings while supporting the administrative details required by a financial office. Your natural capacity for process and followthrough serves you well in this environment making the customer experience as enjoyable as your day is! Your friendly, outgoing personality has a dramatic effect on those around you. At this job, you are rewarded and celebrated for just being yourself!
We believe that the first impression is everything. We are committed to providing an exceptional experience for every guest, client, and team member. You will play a key role in shaping the way visitors and customers perceive our brand from the moment they walk through our doors or interact with us. If you're passionate about creating a welcoming, positive atmosphere and providing outstanding customer service, we'd love to have you as part of our team.
Position Summary
The Operations Associate plays an important role in delivering an exceptional client experience while supporting the efficient day-to-day operation of the firm. This is a blended role that includes reception and front-desk coverage, administrative and office support, and hands-on client service responsibilities.
The Operations Associate will serve as a first point of contact for clients and guests while also working closely with the Senior Client Service Associate to learn and support the firm's client service and new business processes. The role is designed to grow over time, with a career path toward becoming a Client Service Associate as the employee develops the necessary knowledge, skills, and experience.
The ideal candidate is warm and professional, highly organized, detail-oriented, comfortable managing multiple priorities, and interested in building a career in wealth management. Prior experience in financial services, banking, insurance, investment operations, or a similar professional services environment is strongly preferred.
The Administrative Receptionist reports to the COO and works directly with the Senior Client Service Associate
Key Responsibilities
Client Experience & Reception
- Serve as a first point of contact for incoming calls, office visitors, clients, and other guests.
- Provide consistent front-desk coverage, answer and route incoming calls, retrieve voicemail messages, and assist callers with requests when appropriate.
- Create a warm, welcoming, and professional environment for clients and guests.
- Prepare meeting rooms, materials, refreshments, and hospitality arrangements for client meetings.
- Confirm appointments and assist with scheduling for new and existing clients.
- Represent the firm professionally in all client-facing interactions.
Client Service & New Business Support
- Work directly with the Senior Client Service Associate to support day-to-day client service requests and learn the firm's client service workflows.
- Respond to routine client service inquiries and coordinate more complex requests with the appropriate team member.
- Assist with account maintenance requests, including contact information changes, beneficiary requests, standing instructions, distributions, deposits, and other service items as trained and authorized.
- Assist with new account paperwork, transfers, rollovers, account funding, electronic signatures, and related follow-up.
- Support new account opening from preparation through completion, including gathering information, maintaining accurate workflow records, communicating with clients, and following up on outstanding items.
- Assist clients with online account access and other routine account-related needs.
- Support beneficiary and estate-related service requests as trained.
- Receive and process client checks and other account documentation according to firm procedures.
- Maintain accurate notes, activities, and documentation in Redtail and other firm systems.
Scheduling, Meeting & Advisor Support
- Schedule and coordinate client appointments using firm calendar and scheduling systems.
- Run scheduling and client review reports and assist with proactive outreach to schedule client meetings.
- Communicate scheduling conflicts, client updates, and outstanding service items proactively to advisors and team members.
- Provide administrative and operational support to advisors and other team members as needed.
Document & Data Management
- ·Scan, label, organize, and save client documents, correspondence, statements, and completed account paperwork in the appropriate electronic client files.
- Maintain accurate client information in Redtail and other firm systems.
- Maintain organized electronic filing systems and ensure documentation is complete and accessible.
- Handle confidential client and firm information with discretion and in accordance with firm procedures.
Administrative & Office Support
- Retrieve, sort, scan, and distribute incoming mail and correspondence.
- Monitor office supplies and hospitality items and place orders as needed.
- Help maintain a professional, organized, and client-ready office environment.
- Provide clerical and administrative support to the team and assist with special projects as assigned.
- Follow established workflows, procedures, and internal communication practices consistently.
Professional Development & Career Growth
- Build knowledge of financial services terminology, client service processes, account types, custodial systems, and firm technology.
- Develop increasing ownership of client service responsibilities as proficiency and experience grow.
- Participate in training and cross-training with the Senior Client Service Associate and other team members.
- Demonstrate the accuracy, judgment, responsiveness, and technical knowledge needed to progress toward a Client Service Associate role.
Qualifications:
- Associate's or Bachelor's degree preferred; relevant experience may be considered in lieu of a degree.
- Prior experience in financial services, wealth management, banking, insurance, investment operations, or a similar professional services environment strongly preferred.
- Prior client service, administrative, operations, or office support experience required.
- Experience with account paperwork, financial services operations, CRM systems, or client account servicing is a plus.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel.
- Ability and willingness to learn financial terminology, technology platforms, and operational processes.
- Strong verbal and written communication skills.
- Ability to manage multiple priorities while maintaining accuracy and timely follow-through.
Key Characteristics:
- Warm, welcoming, and client-focused
- Trustworthy and dependable
- Highly organized and detail-oriented
- Professional and polished
- Responsive and proactive
- Strong communicator
- Comfortable learning new systems and processes
- Able to work independently while collaborating closely with a team
- Discreet with confidential information
- Interested in learning and growing within the financial services industry
Job Expectations
- Consistently provide professional front-desk and reception coverage while balancing administrative and client service responsibilities.
- Follow established firm procedures, workflows, and compliance requirements.
- Complete responsibilities accurately, timely, and with appropriate follow-through.
- Communicate proactively regarding client needs, scheduling concerns, workflow status, and outstanding items.
- Take ownership of assigned responsibilities and ask questions when additional guidance is needed.
- Develop client service capabilities over time and demonstrate continued progress toward the Client Service Associate career path.
- Represent the firm professionally in all internal and external interactions.
Career Path
This position is intended to provide a foundation for growth within Reich Asset Management's client service team. As the Operations Associate demonstrates proficiency in reception, administration, firm systems, and client service workflows, the role is expected to evolve toward a Client Service Associate position with greater responsibility for client account servicing, new business processing, and ongoing client relationships.
Note: This description is not an exhaustive list of all role responsibilities, skills, and standards required. Responsibilities may evolve as business needs and the employee's capabilities develop.
Salary & Benefits
- Salary is commensurate with experience: Starting salary: $50,000+
- Health Insurance
- 401(k) Plan
- Group Disability Insurance
- Paid Time Off
Job Type: Full-time
Pay: From $50,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
People with a criminal record are encouraged to apply
Education:
Experience:
- Microsoft Office: 1 year (Preferred)
- Customer Service: 2 years (Preferred)
Ability to Relocate:
- Marmora, NJ 08223: Relocate before starting work (Required)
Work Location: In person
