STATEMENT OF JOB ESSENTIAL DUTIES AND RESPONSIBILITIES

Transcription

1 Client Services / Operatins Manager Name: Darla Creal Title: Client Services / Operatins Manager Business Card Title: Supprt Financial Planner, Operatinal Directr, Relatinship Manager Schedule: Flexible Reprts t: Senir Advisr r Cmpany Owner Supervises: Administrative Assistants, Prfessinal Interns, Crdinates with: Administrative staff, financial advisrs and planners, cmpany wner, utside venders, interns, and supprt, custdian/brker dealers, and existing client relatinships STATEMENT OF JOB The Client Service / Operatins Manager prvides technical financial planning and peratinal management supprt, wrking with administrative assistants and the ther departments in the firm (Advisrs, Planners, Investment managers). They are under the supervisin f the Owner and d nt have decisin-making abilities n financial plans r investment prcesses, but d have decisin-making abilities n peratins and imprvements t the client experience with the firm. We prefer that they have r are wrking tward a prfessinal designatin, mre experience wrking directly with clients r, have the desire t stay in this psitin fr the lng-term withut additinal grwth in the firm. They primarily perfrm back ffice, supprt functins t higher level prfessinal advisrs relating t ensuring client satisfactin is at the highest level. The primary respnsibility is managing client infrmatin and data and imprving prcesses and prcedures f the firm. ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Prcessing Gathered Data cmpiling, cding, categrizing, calculating, tabulating, auditing, recnciling, dwnlading r verifying client data infrmatin in the firms client-related sftware prgrams, including CRM s (Junxure), Financial Planning sftware (Mney Guide Pr), Investment Management sftware (Asset Bk), Rebalancing sftware (Tamarac). Aggregatin sftware (BuyAllAccunts) and ther related r cnnected prgrams. 2. Getting Infrmatin bserving, receiving, and therwise btaining infrmatin frm all relevant surces t make sure client accunts are up-t-date. Translating r explaining what infrmatin means and hw it can be used by ther prfessinals. 3. Analyzing Data r Infrmatin identifying cncerns, prblems r pprtunities within client accunts r husehlds and ntifying, updating r crrecting the client infrmatin prir t it becming a prblem fr the mre prfessinal advisrs r the relatinship with the client.

2 4. Dcumenting/Recrding Infrmatin entering, transcribing, recrding, string, r maintaining infrmatin in written r electrnic/magnetic frm in accrdance with cmpliance regulatin. 5. Supervising Client Brkerage Accunts and Trading--Mnitring and recnciling trades fr accuracy and any issues that wuld affect the apprpriateness f the trading activity, such as fees, gains, r timing issues t cntrl. Ensure that the prcess maintains the integrity f the recmmendatins. 6. Supervising Transfers--f assets int Custdian accunts (Ameritrade), pening new accunts and applicatins, client requests fr cash. 7. Supervises RMDs the annual calculatin and distributin f Required Minimum Distributins (RMDs) fr retirement accunts. 8. Supervises Investment Reprts--fr client reviews and perfrmance reprting (Asset Bk). 9. Identifying Objects, Actins, and Events identifying infrmatin by categrizing, estimating, recgnizing differences r similarities, and detecting changes in circumstances r events, in the relatinship and the data f the clients. 10. Evaluating Infrmatin t Determine Cmpliance with Standards using relevant infrmatin and individual judgment t determine whether events r prcesses cmply with laws, regulatins, r standards. ESSENTIAL QUALITIES 1. Oral Expressin and Cmprehensin the ability t listen and understand infrmatin and ideas presented thrugh spken wrds and sentences. The ability t cmmunicate infrmatin and ideas in speaking s thers will understand. 2. Written Expressin and Cmprehensin the ability t cmmunicate infrmatin and ideas in writing s thers will understand. The ability t read and understand infrmatin and ideas presented in writing. 3. Number Facility the ability t add, subtract, multiply, r divide numbers quickly and crrectly. The in-depth understanding f time value f mney: present value, future value, annuity payments, internal rate f return and cmpunding interest. 4. Mathematical Reasning the ability t chse the right mathematical methds r frmulas t slve client prblems. 5. Intuitin the ability t tell when smething is wrng r is likely t g wrng. It des nt invlve slving the prblem, nly recgnizing there is a prblem. 6. Mtivatin the desire t wrk prductively fr the gd f the cmpany and d what is necessary t stay actively engaged in the cmpany success.

3 7. Emtinal Cnfidence the ability t prfessinally cntrl nes feelings and emtins in the wrking envirnment and being assertive and psitive at all times abut the jb respnsibilities and the cmpany. 8. Time Management--managing ne's wn time t get wrk effectively cmpleted s that thers are nt waiting n results t cmplete their jb functins SUPERVISORY RESPONSIBILITIES The supervisry functins f this psitin are t manage all internships and administrative assistants in the firm. QUALIFICATIONS 5-7 years experience wrking in peratins, preferably assciated with the financial planning field. Willing t cmplete requirements fr prfessinal licensing (CFP, ChFC, CPA) fr grwth in the cmpany. Willingness and ability t wrk in a team-based envirnment. Enthusiastic and supprtive f the firm s values, visin, and culture. Highly self-mtivated, mature and extremely ethical. Outstanding interpersnal, written and ral cmmunicatin skills. Strng rganizatinal skills, including the ability t handle a number f time sensitive and detailed respnsibilities simultaneusly. Cmpletin f undergraduate degree, preferably in business management r accunting r the equivalent in related wrk experience. Strng analytical and technlgical skills; client and service first rientatin. BASIC OVERVIEW OF TASKS Oversee and Delegate all Administrative Functins Maintain all sftware: CRM (Junxure), Financial Planning Sftware (Mney Guide Pr), Investment Management sftware (Asset Bk), Rebalancing sftware (Tamarac), and Custdian site (Ameritrade) t keep current fr accuracy, updates, reprting, scheduling, hurs/fee tracking and marketing purpses Mnitr the IT prvider t ensure adequate netwrks and hardware are in place t supprt the sftware. Implement and maintain sftware security and backup prcedures necessary t prtect all the client and cmpany data. Mnitr Ameritrade hme page fr annuncements f interest and changes t prcedures. Print and circulate as necessary.

4 Fix and versee any ffice technlgy hardware and sftware needs r prblems Oversee and manage all vendr cntracts Oversee and implement purchasing Maintain and create cmpany cntracts and frms Fax administratin, receiving, mnitring and distributin Cmplete rutine audits Answer telephne, take messages and refer calls nly if questins cannt be answered Prepare envelpes and UPS and Fed Ex Client address changes Walk-in/Phne-in business Read and analyze incming mems, submissins, and reprts in rder t determine their significance and plan their distributin t clients. Open, srt, and distribute incming crrespndence, including faxes, mail, and . Set up and versee administrative plicies and prcedures fr ffices and/r utside rganizatins/strategic partners. Greet visitrs, in persn and by phne and determine whether they shuld be given access t specific individuals. Reslve ffice maintenance and management issues relating t ffice building. Maintain the cleanliness f the wrking envirnment and assist when needed n making sure all emplyees are accuntable t the cleanliness f thers wrking envirnments. Ensure ample and necessary ffice supplies, kitchen supplies and sales/service cllateral supplies are n hand at all times Oversee general maintenance f all cmmn ffice equipment ensuring psitive representatin t clients and gd peratinal rder fr ur practice and fr ur tenants. Oversee and Manage all Financial Operatins and Bkkeeping Create Retainer Fee Invice fr financial planning prcess Oversee cllectin and cmpliance adherence t advance billing.

5 Oversee annual Retainer Fee calculatins ensuring updated net wrth data is accurate. Prepare invices, reprts, mems, letters, financial statements and ther dcuments, using wrd prcessing, spreadsheet, database, and/r presentatin sftware. Light bkkeeping t include scanning, filling and utsurcing all related infrmatin t bkkeeper Prduces payrll Ensures sales taxes, FICA, withhlding, and unemplyment taxes are cllected and distributed Wrks with wner t create the annual budget Oversee cmpensatin plans and quarterly bnuses Oversee maintenance f cmpany 401k plan Wrk with Lead Advisr r Senir Advisr t versee Client Relatinships Respect fr practice and client cnfidentiality Prduce rutine reprts t supprt ther prfessinal advisrs in the ffice Cmpiles rutine client review binders and reprts Manage the intake prcess fr new clients. Prepare Engagement Letter, Retainer and billing invice. Manage prspect inquires and the prspect interview prcess Draft client crrespndence, as directed Schedules client meetings Scan and/r input client financial data int all sftware prgrams Client fllw up frm meetings, s, phne calls Delegating and creating tasks fr higher level prfessinal talent that cannt be handled r answered by this psitin Prepare materials fr all client service meetings (six-mnth, annual and prspective client meetings), as directed by the supervisr Daily, weekly and mnthly dwnlading, updating and scrubbing f client investment data int related sftware prgrams strategic partners such as investment management cmpany r custdian

6 Gathering infrmatin frm clients, websites, r ther surces t make sure client data is up-tdate at all times Prepare prper planning agreements, frms, and applicatins fr client meetings Prvide and update sftware t create a net wrth statement fr clients Track client service issues and new business transactins in prgress and reprt n a weekly basis r, as requested Update wrk in prcess reprt, tracking all client plans in prgress and reprt n a weekly basis, as requested Cmplete new accunt/accunt change and ther nline applicatins necessary t prcess clients new business transactins as necessary Create, send and versee the develpment f new client infrmatin Cmpliance Regularly gather and prepare all necessary materials and infrmatin t satisfy industry-regulated cmpliance requirements and reprt them t the cmpliance fficer Cmplete the annual renewal and ADVI, U4 and ADVII filing thrugh SEC required fr all registered investment advisrs. Review and cmmunicate all plicies t staff t ensure adequate cmpliance with regulatry requirements. Direct Client Cntact Participate in the planning, preparatin and presentatin f client appreciatin and marketing events as requested Operatins Leverage experience and judgment t make recmmendatins aimed at cntinuus imprvement f the day-t-day client service and business peratinal plicies and prcedures Review perating practices and prcedures in rder t determine whether imprvements can be made in areas such as wrkflw, reprting prcedures, expenditures and/r cmpliance. Serve as Human Capital and Resurce manager fr all emplyees Serve as Operatinal Manager when a new prcedure, prcess, r sftware needs t be implemented in the firm

7 Oversee timely distributin f infrmatin ver the cmpany website, blgs, and scial media Maintain cmpany frms n the website Wrk with cmpany wner n any changes in peratins such as technlgy updates, recruitment, management, and ffice crdinatin. Prepare and facilitate the agenda and internal meetings regarding the firm s activities, plicies and strategies. Ensure cmmunicatin t staff f imprtant issues. Training Supervise and train ther clerical staff, when and if needed. Train interns if ne is hired and designated t this psitin Train ther prfessinal talent n the peratinal prcesses and the prcedures f the cmpany