Operations & Client Service Coordinator

Job Description

About the Role

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The Operations & Client Service Coordinator keeps D.M. Brenner running efficiently across two core areas: firmwide business and direct client service. You’ll be the person who improves how things work behind the scenes and the person clients interact with when they need something handled. This role is built for someone who wants ownership across a growing firm and a path toward operational leadership.

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Responsibilities

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Business Operations

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1. Identify, document, and improve internal and client-facing processes to drive consistency and efficiency.
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2. Lead weekly staff meetings and quarterly ‘State of the Company’ meetings to keep the teams aligned and accountable.
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3. Lead and support project management – tracking tasks, preparing status updates, and ensuring deadlines are met.
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4. Develop and track KPIs across departments, building dashboards, and delivering regular reporting to leadership.
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5. Lead technology implementation projects and coordinate with third party vendors to ensure smooth adoption across the team.
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6. Liaise with the compliance consultant to maintain regulatory logs, documentation, and the firm’s business continuity plan.
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7. Oversee HR functions including employee onboarding/offboarding, hiring logistics, and performance review cycle support.
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8. Support culture-building initiatives, staff training, and internal communications (announcements, policy updates).
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9. Coordinate payroll processing, vendor/contractor payments, and billing accuracy with the bookkeeper; assist with monthly, quarterly, and annual financial reporting. 
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10. Support marketing and business development initiatives.
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Client Service

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1. Process new account paperwork and transfer requests.
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2. Prepare and send new client onboarding documents.
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3. Handle routine money movement and cashiering requests.
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4. Process contact changes (address, phone, email) and routine bank account updates.
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5. Schedule client meetings and coordinate calendars.
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6. Scan and organize client files, maintaining orderly digital and physical records.
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7. Maintain the CRM (Advyzon) - data entry, record maintenance, and task tracking.
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8. Support day-to-day client service logistics to ensure a smooth, responsive client experience.
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Qualifications

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• 2–5 years of operational experience; 1–2 years in a financial planning firm preferred.
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• Bachelor’s degree required
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• Strong communication and organizational skills
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• Proficiency with technology and ability to learn systems quickly
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• Detail oriented problem solver who thrives in a dynamic environment
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• Comfortable balancing structured operational work with direct client interaction
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Compensation & Benefits

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• Base Pay: $60,000-$80,000, commensurate with experience and qualifications
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• Paid time off (sick or vacation)  
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• Paid national holidays
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• Financial assistance for professional certifications and continuing education
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• Eligibility for the firm’s Discretionary Bonus Plan (typically $5,000 - $10,000/year, based on individual and company performance – not guaranteed and determined at the Company’s discretion)
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• Matching 401(k)
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• Jury Duty: 1 day unless called to serve, max 5 days
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• Health Insurance: Employee coverage paid by employer. Dependent coverage paid by employee
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• Flex Time, Alternative workweek, work from home
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• Long-Term Disability
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• Workers Compensation
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• Parental & Maternity Leave (unpaid job protection act adopted)
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