Operations Manager (OM)
Description
The Operations Manager plays a crucial role in the smooth functioning of the office. With overall responsibility for day-to-day operations, the Operations Manager must be able to work effectively with advisors, clients, and other staff members. The team is currently made up of 6 members. OM ensures that clients have a wonderful operations experience. Must take responsibility and resolve service issues for clients. Oversees daily operations such as quality assurance, strategic planning, staffing. Implement and review standard operating processes. Monitor daily activities and maximize productivity, profits, and efficiency.
Responsibilities & Activities
Manages new client onboarding process
· Connects with new clients and manages financial planning workflow
· Oversees efficient account transfers of all products
· Communicates effectively with clients throughout the transfer, planning and/or underwriting process. Walks clients through setting up paperless statements, using secure email and onboarding into financial planning software.
· Establishes statement consolidations, online access, trusted contact, trade authorization
· Prepares appropriate review materials and reports and archives these documents
· Required minimum distribution tracker- ensure all RMDs are paid annually
· Communicates, implements, and ensures compliance with guidelines and policies
· Maintains compliance policies and documentation.
· Maintains Business Contingency Plan
· Oversees the compliance and advertising approval process.
· Posts material to website and social media as directed by Advisors.
· Maintain client correspondence files and gift logs
Pre/Post Appointment Preparation and Follow-up
· Delegate and aid staff in all appointment preparation and follow-up including:
Proposals and Fee Comparisons, New Account Paperwork, Beneficiary Changes, Withdrawals, Address Changes, Employment Update, PII Form, Trusted Contact Form
· Update ClientWorks and Redtail with client information
· Log Annual Client Reviews
· Follow-up on transfers, deposits, and all routine service-related items promised to client
Business Management Support Functions
· Participates in weekly appointment review meetings (currently twice a week)
· Manage and update CRM management system (Redtail)
· Develop and maintain written systems/ checklists of all Operational activities
· Monitor LPL notifications regarding account transfers, CIPs, NIGO
· Prepare paperwork based on client requests or advisor needs
· Process checks and/or checks mailed to office by uploading to Clientworks or submitting to direct business companies. Save checks to client file and update Redtail
· Obtain Signature Guarantees when necessary and follow compliance procedure to update and process log
· Track referrals, send out thank you gifts and manage drip marketing campaign for prospective clients.
Management of Staff
· Delegate activities to staff and oversee operations
· Train new members on systems, processes, computer programs, paperwork
· Complete monthly check ins with team members and hold staff accountable for work
· Complete quarterly and annual performance reviews
· Review work methods and procedures for possible quality improvements and efficiencies
Oversees Marketing Events- minimum three times per year
· Assists with venue research and works with Advisors to develop invitation lists
· Sends invitations and tracks responses
· Attends events as necessary offering superior client service
· Complete compliance documentation and uploading material as needed
Knowledge, Skills & Abilities: Minimum 5 years in financial institution or advisory firm. Two years experience leading team members a plus
Job Types: Full-time, Part-time
Pay: $100,000.00 – $122,000.00 per year
Benefits:
Physical setting:
Schedule:
Supplemental pay types:
COVID-19 considerations:
Annual updated Covid vaccination required
Education:
Experience:
Work Location: One location