Practice Operations and Client Service Manager

Job Description

Job Description

We are a boutique wealth management firm in Bronxville, NY serving the local clients locally and all across the US. We are hiring a full time Operations and Client Service Manager to run day to day execution across client service, firm operations, and light business operations support. This is a high trust role for someone who is organized, proactive, and comfortable owning workflows from start to finish.

This role is ideal for someone who has worked in a wealth management office, RIA, broker dealer, private bank, or professional services firm and enjoys building structure, closing loops, and creating an excellent client experience.

Key responsibilities

Client service and account operations
Coordinate client onboarding and transfers including paperwork, e signatures, and custodian portal processing
Track all account opening items, ACATs, beneficiary updates, distributions, and service requests through completion
Prepare for client meetings including agendas, data gathering, account updates, and materials
Execute post meeting follow ups, task lists, and client communications
Maintain an organized CRM with tasks, notes, workflows, and service timelines
Coordinate with custodians and third parties to resolve issues efficiently
Support client reporting and planning data gathering including account aggregation follow up
Maintain clean digital files and naming conventions so information is easy to locate

Firm operations and process management
Own the daily operations workflow and create repeatable processes
Manage calendars, meeting scheduling, and annual review cadence
Oversee document management, scanning, filing, and workflow templates
Coordinate vendors and office needs including technology and supplies
Support basic compliance administration and documentation tracking as needed
Identify bottlenecks and continuously improve the client service process

Commercial property and business operations support
Triage tenant and vendor requests and route appropriately
Track lease dates, renewals, COI, vendor contacts, and ongoing building projects
Coordinate vendor scheduling for repairs and maintenance and follow up to completion
Organize invoices and documentation for bookkeeping and CPA coordination
Maintain a simple dashboard of open items across property operations

Preferred Experience in wealth management operations, client service, RIA, broker dealer, or comparable professional services operations
Strong written and verbal communication with a polished client facing presence
Excellent organizational skills and follow through, you close loops without being reminded
Comfortable managing multiple priorities and making good judgment calls
High integrity and discretion handling confidential financial information
Strong technology skills with CRM systems, Microsoft Office or Google Workspace, and PDF tools
Experience with Schwab, Fidelity, Pershing, TD Ameritrade, or similar custodians is a plus
Experience with eMoney, Wealthbox, Redtail, Salesforce, or comparable CRM is a plus
Experience coordinating vendors or property operations is a plus

Job Type: Full-time

Schedule:

• Monday to Friday