New Business Specialist

Job Description

Job Description

POSITION OVERVIEW

At Arcadia, you’ll be a critical part of the team responsible for turning financial recommendations into action — working alongside advisors, Client Service Specialists, custodians, and insurance carriers to ensure every transaction is executed accurately and efficiently.

The New Business Specialist plays a critical role in supporting Arcadia Financials’ implementation and transaction processing functions. Reporting to the Head of Client Services, this position is responsible for preparing, processing, tracking, and completing a wide variety of client transactions — including account openings, transfers, annuity applications, beneficiary changes, distributions, and account maintenance requests.

This role exists to create operational excellence, minimize delays, reduce NIGOs, and provide a seamless implementation experience for clients. The New Business Specialist partners closely with Client Service Specialists, advisors, custodians, and insurance carriers to ensure all transactions are executed accurately, efficiently, and in compliance with firm standards.

KEY RESPONSIBILITIES
Transaction Processing & Implementation

• Prepare and process new account applications, transfer paperwork, annuity applications, beneficiary updates, distributions, and account and ownership changes.
• Review documentation for accuracy and completeness prior to submission.
• Submit and track business through Fidelity Wealthscape, FireLight, DocuSign, insurance carrier portals, and other operational systems.
• Own assigned transactions from initiation through completion.
• Identify, track, and resolve Not-In-Good-Order (NIGO) items and other processing issues.
• Maintain visibility into all pending business and proactively follow up on outstanding requirements.

Transaction Workflow Management

• Manage transaction workflows from recommendation through implementation.
• Maintain accurate transaction status updates within the CRM.
• Ensure transaction-related activities are updated promptly within the CRM so advisors, Client Service Specialists, and leadership maintain visibility into transaction status.
• Ensure all activities, documentation, and records are completed in accordance with firm policies and compliance requirements.
• Monitor processing timelines and escalate issues that could impact client experience or service standards.
• Contribute to workflow development and process improvement initiatives as Arcadia continues to grow.
• Execute quality control and exception reporting processes, resolving discrepancies and escalating issues as needed.

Cross-Department Collaboration

• Partner closely with Client Service Specialists to ensure smooth onboarding and transaction experiences.
• Coordinate with Client Service Specialists throughout the transaction lifecycle, ensuring the CSS remains the client's primary relationship owner and point of contact.
• Collaborate with advisors to gather information and implement recommendations.
• Coordinate with custodians, insurance carriers, and third-party vendors to resolve operational issues.
• Participate in weekly service and planning meetings to identify opportunities for greater efficiency and accuracy.

QUALIFICATIONS

• Experience within financial services is required.
• Experience in banking, insurance, operations, mortgage processing, legal support, medical administration, or other detail-oriented environments is highly valued.
• Proficient in Microsoft Office Suite and CRM platforms; experience with Fidelity Wealthscape, FireLight, DocuSign, and Redtail CRM strongly preferred.
• Life and Health license is preferred at the start of employment, but not required. If onboarded, must obtain within the first 6 months of employment. Training provided. 
• Exceptional attention to detail and organizational skills — accuracy is everything in this role.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong critical thinking and problem-solving abilities.
• Strong written and verbal communication skills with a high level of professionalism.
• Must be able to travel occasionally between Arcadia’s Andover, MA and Manchester, NH offices.

SUCCESS LOOKS LIKE

• Transactions are submitted accurately and on time.
• NIGO rates are minimized through thorough review and quality control.
• Transaction status is consistently documented and visible within firm systems.
• Transaction workflows remain organized, visible, and trackable.
• Client Service Specialists and advisors have confidence that implementation work is being handled accurately and efficiently.
• Clients experience smooth and timely implementation of recommendations.

Benefits: 

We believe in taking care of the people who take care of our clients. Our benefits are designed to support your well-being, growth, and work-life balance, including:

• Annual salary range $55,000 - $65,000 depending on experience
• employer-premium paid health, dental, and vision insurance
• Unlimited paid time off (PTO) and flexible scheduling
• Short-term disability, long-term disability, and life insurance — fully covered
• 401(k) retirement plan with 4% company match
• Quarterly clothing allowance to look and feel your best
• Professional development and continuing education opportunities
• Collaborative, people-first culture that values innovation and accountability
• Engaging workplace perks, including team events, community-focused volunteer initiatives and more