Overview
The Associate, Concorde Virtual Assistant (CVA) Program – IRA & Roth Conversion Specialist is a transaction-focused role responsible for supporting financial professionals with IRA-related workflows, including rollovers, transfers, and Roth conversions.
This role is not a general operations position. It is a specialized function combining IRA technical expertise, broker-dealer operational precision, and advisor-facing execution support.
The individual in this role acts as a transaction quarterback, ensuring that IRA and Roth conversion transactions are structured correctly, submitted cleanly, and processed efficiently from initiation through completion.
Location & Work Structure
This position is based in Boca Raton, Florida. The role will begin remotely and transition to regular in-office collaboration once the office is operational. Candidates must be located in or willing to relocate to the Boca Raton area. This will not permanently be a remote or hybrid role.
Key Responsibilities
IRA & Roth Conversion Execution (Primary Focus)
- Serve as the dedicated operational specialist for IRA-related transactions, including:
- Traditional, Roth, SEP, and SIMPLE IRAs
- Direct and indirect rollovers (including 60-day rule considerations)
- Roth conversions (cash and in-kind)
- Guide financial professionals through Roth conversion workflows, including:
- Tax implications (ordinary income recognition)
- Timing considerations (calendar year vs. settlement timing)
- Withholding elections and potential errors
- Identify and proactively address transaction risks, including:
- Pro-rata rule implications across aggregated IRA accounts
- Partial conversions
- Improper structuring or incomplete documentation
Custodial & Transfer Processing
- Execute and support account transfers, including:
- ACATS and non-ACATS transfers
- Custodian-to-custodian transfers vs. client-driven rollovers
- Work across custodial platforms such as Schwab, Fidelity, Pershing, CNB, or similar
- Review and troubleshoot transfer paperwork to ensure accuracy and completion
New Account Processing & NIGO Prevention
- Pre-screen all submissions prior to compliance review to ensure they are in good order
- Identify and correct common NIGO issues, including:
- Missing or inconsistent signatures
- Incorrect account registrations
- Mismatched identifying information (e.g., SSNs, account titles)
- Inconsistent dollar amounts across documents
- Ensure alignment across all documentation, including IRA adoption agreements, transfer forms, and subscription documents
Compliance & Regulatory Awareness
- Operate with a working understanding of:
- FINRA expectations
- Anti-money laundering (AML) red flags
- Prohibited transaction rules under IRC §4975
- Identify and escalate potential compliance or suitability concerns
- Maintain audit-ready documentation standards across all transactions
Alternative Investment Integration
- Support IRA and Roth conversion transactions involving alternative investments, including:
- Subscription agreements
- Suitability questionnaires
- Accreditation verification
- Funding timelines tied to closing windows
- Ensure alignment between IRA structures and alternative investment requirements
Advisor Support & Communication
- Act as a primary point of contact for financial professionals executing IRA and conversion strategies
- Translate complex IRA rules into clear, actionable guidance
- Provide direct, solution-oriented feedback, including:
- “This will be rejected because of X—here’s how to fix it”
- Proactively guide financial professionals toward cleaner submissions and more efficient workflows
Operational Execution & Throughput Management
- Manage multiple concurrent transactions across financial professionals with minimal oversight
- Prioritize work based on urgency, including:
- Time-sensitive funding deadlines
- Investment closing windows
- Track transaction status, outstanding requirements, and funding progress
- Maintain consistent throughput while ensuring accuracy and compliance
Training & Advisor Enablement
- Educate financial professionals and their staff on:
- IRA rules, including RMDs, beneficiary designations, and inherited IRA considerations
- Roth conversion mechanics and common pitfalls
- Best practices for submission quality and documentation
- Reinforce process discipline and reduce repeat errors through ongoing feedback
Team Collaboration
- Partner with Operations, Compliance, and custodians to resolve complex transaction issues
- Contribute to standardized workflows and process improvements
- Support a team-first environment by sharing knowledge and best practices
Qualifications & Skills
Technical Expertise (Required)
- Strong working knowledge of:
- Traditional, Roth, SEP, and SIMPLE IRAs
- Contribution limits, eligibility rules, and Required Minimum Distributions (RMDs)
- Beneficiary designations and inherited IRA rules
- Roth conversion mechanics, including tax implications and pro-rata rule application
- Understanding of:
- ACATS and non-ACATS transfers
- Direct vs. indirect rollovers
Broker-Dealer Operations Experience
- Experience with new account processing and transfer workflows
- Strong understanding of NIGO conditions and prevention
- Familiarity with:
- IRA adoption agreements
- Transfer forms and LOAs
- Subscription agreements
Detail Orientation & Accuracy
- Ability to reconcile:
- Account titles across documents
- Dollar amounts across forms and systems
- Client identifying information across all records
- Strong checklist discipline and process consistency
- High level of precision in data entry and documentation
Advisor-Facing Communication
- Ability to clearly explain complex concepts in practical terms
- Strong written and verbal communication skills
- Ability to provide direct, constructive feedback to financial professionals
Technology & Systems
- Experience with CRM systems (e.g., Redtail, Salesforce, or similar)
- Familiarity with document management and e-signature platforms (e.g., DocuSign)
- Intermediate Excel skills for tracking pipelines and reconciling transactions
Licensing Requirements (Preferred)
- Securities Industry Essentials (SIE) preferred
- Series 99 or Series 7 preferred, or willingness to obtain within 6–12 months of hire
- Candidates with active licenses strongly preferred
Core Competencies
- Ownership & Accountability
- Advisor Experience Focus
- Execution & Precision
- Problem Anticipation
- Independent Workflow Management
Success Profile
A successful candidate in this role:
- Anticipates issues before submission rather than reacting after rejection
- Understands both IRA tax mechanics and operational workflows
- Improves processing speed, reduces NIGO rates, and enhances advisor experience
- Operates independently while managing high transaction volume
Additional Notes
- This role supports a national advisor base with fluctuating transaction volume, including end-of-quarter and year-end spikes
- Success is measured by:
- Reduction in NIGO rates
- Transaction accuracy and processing speed
- Advisor satisfaction and engagement
Pay: $80,000.00 - $95,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Experience:
- IRA & Roth conversions including alternative investments: 1 year (Required)
License/Certification:
- Series 99 or Series 7 (Preferred)
Work Location: In person
