Client Operations Specialist

Employment Type: Full-Time Location: Glendora, CA

About Vosberg Wealth

Vosberg Wealth is a retirement planning and wealth management firm focused on helping individuals successfully navigate the transition into retirement and manage their financial lives throughout retirement. Our planning process integrates retirement income planning, investment management, tax planning, Social Security, Medicare, and estate planning.

We are looking for an Client Operations Specialist who is highly organized, detail-oriented, proactive, and committed to providing an exceptional client experience.

Position Summary

The Operations Specialist is responsible for supporting the firm's daily operations and ensuring that client-related tasks, paperwork, account activity, and internal workflows are completed accurately and efficiently.

This position works closely with financial advisors, clients, custodians, insurance companies, and other third parties to coordinate the implementation and ongoing servicing of financial plans.

The ideal candidate is someone who takes ownership of tasks, follows through without constant supervision, communicates clearly, and enjoys creating organized and efficient processes.

Key Responsibilities

Client Operations & Service

• Assist with the onboarding of new clients and the implementation of financial plans.
• Prepare and process client paperwork, applications, forms, transfers, distributions, and account maintenance requests.
• Coordinate account openings, transfers, rollovers, beneficiary changes, and other client service requests.
• Communicate with clients regarding outstanding information, paperwork, signatures, and required documentation.
• Monitor outstanding client requests and ensure they are completed in a timely manner.
• Serve as a point of contact for routine operational questions.
• Maintain accurate and organized client records.
• Follow up with clients, custodians, insurance companies, and other financial institutions as needed.

Investment & Account Administration

• Assist with new account setup and account maintenance.
• Coordinate ACAT and other account transfers.
• Assist with IRA rollovers, retirement account distributions, contributions, and required documentation.
• Process and track requests involving investment accounts and insurance products.
• Monitor transactions and follow up on outstanding items.
• Work with custodians and financial institutions to resolve operational issues.
• Maintain accurate records of account activity and documentation.

Insurance & Annuity Support

• Assist with processing life insurance and annuity applications and service requests.
• Track applications from submission through issue.
• Coordinate requirements such as signatures, forms, illustrations, and supporting documentation.
• Communicate with insurance carriers regarding outstanding requirements and case status.
• Maintain accurate records of policies and contracts.

Advisor Support

• Prepare materials and documentation for client meetings.
• Assist advisors with meeting preparation and follow-up.
• Enter and update information in the firm's CRM and planning systems.
• Create and maintain client task lists and workflow items.
• Help ensure that recommendations made by advisors are properly implemented.
• Track outstanding action items following client meetings.
• Assist with special projects and administrative needs of the advisory team.

Process & Administrative Support

• Help maintain efficient operational procedures and workflows.
• Identify opportunities to improve processes and reduce errors.
• Maintain internal checklists and standard operating procedures.
• Assist with compliance-related administrative tasks and recordkeeping.
• Maintain confidentiality of client financial and personal information.
• Assist with reporting, data entry, document management, and other operational projects.

Qualifications

Required:

• 2+ years of experience in financial services, wealth management, financial planning, banking, insurance, or a related field.
• Strong organizational and time-management skills.
• Exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Ability to learn and effectively use CRM, financial planning, custodial, and other technology platforms.
• Professional demeanor and strong client-service orientation.
• Ability to work independently while also functioning effectively as part of a team.

Preferred:

• Experience working with financial advisors or wealth management firms.
• Knowledge of retirement accounts, IRAs, 401(k)s, investment accounts, annuities, and insurance products.
• Experience with custodians such as Schwab, Fidelity, Pershing, or similar institutions.
• Experience with CRM and financial planning software.
• Series 65, 66, or other financial-services licensing is a plus.
• Bachelor's degree in finance, business, accounting, or a related field is preferred.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person