Operations Specialist

Job Description

Job Description

 

Position: Operations Specialist

Location: Calabasas, California

We are a client-centered, boutique wealth management practice committed to delivering a high-touch and highly personalized client experience. Our team is intentional about how we operate, focusing on consistency, professionalism, and proactive service to ensure every client relationship is supported with excellence.

We are seeking a highly organized, detail-oriented, and proactive Operations Specialist to support our advisory team, enhance client service delivery, and help drive operational and marketing execution across the practice.

Position Overview

The Operations Specialist plays a central role in the coordination and execution of client service, business operations, and marketing initiatives. This individual ensures that internal processes run efficiently, allowing advisors to remain focused on client relationships and strategic planning.

This role is highly collaborative and serves as a key connector between advisors, clients, and operational systems to ensure a seamless and elevated client experience.

Key Responsibilities

Client Service (30%)

• Implement, and maintain standardized client service processes that ensure a consistent and exceptional client experience
• Partner with leadership to monitor execution of the firm’s Client Service Model
• Own and manage prospect and new client onboarding workflows
• Coordinate and execute client service touchpoint plans and Model Week activities
• Assist clients with digital platform enrollment and ongoing account servicing support
• Respond to client inquiries and route requests appropriately to advisors
• Manage incoming prospect calls and coordinate appointment scheduling or advisor referrals
• Partner with home office to resolve escalated service issues or account errors

Practice & Business Operations (45%)

• Partner closely with leadership and advisory team to support daily business operations and workflow execution
• Maintain and optimize the CRM system, ensuring data accuracy, reporting integrity, and effective utilization for practice management
• Support advisors and case managers with client service coordination and administrative execution
• Serve as system expert for internal tools and operational platforms
• Oversee office operations and space management, including:
• Maintaining a professional, client-ready office environment
• Ensuring workstations are organized, functional, and compliant
• Support brand consistency across all office touchpoints
• Tracking office equipment, maintenance logs, and replacement cycles
• Manage internal phone systems, voicemail standards, and call routing protocols
• Monitor compliance updates and communicate changes to the team
• Track continuing education requirements and ensure completion across team members
• Track advisor state licensing requirements including:
• Ensuring advisors are properly registered and licensed in the states they serve clients in
• Tracking revenue generated from clients who relocate to another state

Marketing & Event Coordination (25%)

• Partner with marketing leadership to develop and execute a 12-month marketing strategy aligned with practice goals
• Maintain a structured marketing calendar including seminars, events, client touchpoints, digital campaigns, and networking activities
• Coordinate and execute client events, seminars, appreciation events, and community initiatives, including logistics, vendor coordination, guest management, and materials
• Manage client appreciation programs, including milestone recognition and seasonal gifting
• Oversee marketing communications and ensure accurate, timely distribution via automated systems
• Maintain and update the firm website, ensuring content remains current and aligned with branding standards
• Ensure all marketing and event activities comply with regulatory and firm compliance requirements
• Support Centers of Influence (COI) strategy, including coordination of advisor networking with CPAs, attorneys, and other professionals
• Track referrals and support the development of a structured recognition and referral tracking system

Qualifications & Experience

• 2+ years of experience in a financial services, wealth management, or professional services operations role (preferred)
• Experience with CRM systems (Salesforce or similar preferred)
• Strong organizational and project management skills
• High attention to detail with a commitment to accuracy and follow-through
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced, client-focused environment
• Familiarity with financial services compliance standards (preferred)
• College degree preferred but not required

Compensation & Benefits

• Hourly: $33.65 – $43.27, based on experience
• Non-exempt
• Paid time off and paid holidays
• 401(k) with employer match
• Long-term disability

Growth Opportunity

This role is designed for a long-term contributor who is interested in growing within a high-performing wealth management practice. As the Operations Specialist develops within the role, there are opportunities to expand responsibilities.

Equal Opportunity Employer

We are an Equal Opportunity Employer and is committed to building a diverse and inclusive team.

A background check will be conducted as part of the hiring process, and successful completion is required for employment, in accordance with applicable laws.