Firm Foundation Family Wealth · 2 hours ago
Client Service & Operations Manager
Boca Raton, FL
Full-time
Onsite
Mid, Senior Level
$85K/yr - $100K/yr
5+ years expFirm Foundation Family Wealth is a boutique firm serving successful families through financial planning. The Client Service & Operations Manager is a client-facing role responsible for managing client service execution, advisor support, and operational excellence, ensuring a proactive and high-touch experience for clients.
Investment Management
Responsibilities
Serve as the primary point of contact for clients, delivering a polished, proactive, and high-touch service experience
Manage account openings, ACATs, money movement, and related documentation with accuracy and follow-through
Coordinate insurance applications and underwriting processes, including life, disability, and long-term care insurance
Track client requests, anticipate next steps, and proactively close all open items
Coordinate scheduling, meetings, and follow-ups to ensure seamless client interactions
Prepare and distribute client communications, reports, and account updates
Communicate professionally with clients via phone and email, representing the firm with discretion and care
Prepare meeting agendas, materials, and post-meeting action items
Manage tasks and workflows to keep advisors focused on high-value client work
Support planning initiatives, special projects, and operational improvements
Coordinate internal meetings and external meetings with clients and professional partners
Maintain organized, up-to-date client files and documentation
Utilize Wealthbox CRM to manage tasks, calendars, workflows, and internal systems
Work directly with Fidelity, investment platforms, and insurance carriers as part of advisor and client support
Support day-to-day office operations and internal coordination
Build, document, and continuously refine workflows and best practices as the firm scales
Identify inefficiencies and help implement improvements to client service and operations
Maintain accurate, audit-ready client records in accordance with RIA regulatory requirements
Assist with gathering compliance materials and supporting periodic reviews
Submit monthly and quarterly compliance reports
Help ensure internal processes remain orderly, compliant, and well-documented
Qualification
Required
Serve as the primary point of contact for clients, delivering a polished, proactive, and high-touch service experience
Manage account openings, ACATs, money movement, and related documentation with accuracy and follow-through
Coordinate insurance applications and underwriting processes, including life, disability, and long-term care insurance
Track client requests, anticipate next steps, and proactively close all open items
Coordinate scheduling, meetings, and follow-ups to ensure seamless client interactions
Prepare and distribute client communications, reports, and account updates
Communicate professionally with clients via phone and email, representing the firm with discretion and care
Prepare meeting agendas, materials, and post-meeting action items
Manage tasks and workflows to keep advisors focused on high-value client work
Support planning initiatives, special projects, and operational improvements
Coordinate internal meetings and external meetings with clients and professional partners
Maintain organized, up-to-date client files and documentation
Utilize Wealthbox CRM to manage tasks, calendars, workflows, and internal systems
Work directly with Fidelity, investment platforms, and insurance carriers as part of advisor and client support
Support day-to-day office operations and internal coordination
Build, document, and continuously refine workflows and best practices as the firm scales
Identify inefficiencies and help implement improvements to client service and operations
Maintain accurate, audit-ready client records in accordance with RIA regulatory requirements
Assist with gathering compliance materials and supporting periodic reviews
Submit monthly and quarterly compliance reports
Help ensure internal processes remain orderly, compliant, and well-documented
Exceptionally organized with strong attention to detail
Proactive, reliable, and comfortable taking ownership of outcomes
Calm under pressure and able to juggle multiple priorities
A natural loop-closer who follows things through to completion
Polished, professional communicator—written and verbal
Client-focused with a high degree of discretion and professionalism
Comfortable working in a small, growing RIA where roles evolve
Takes pride in doing things the right way even when no one is watching
Preferred
Bachelor's degree in finance or related field preferred, or equivalent experience in financial services
5+ years of experience in client service and/or operations roles within an RIA or financial services firm
Hands-on experience working with custodians, account documentation, and client workflows
Strong proficiency with RIA tech stacks and preferences in: Microsoft Office Suite, Wealthbox CRM, Fidelity Wealthscape, Orion, eMoney, Dropbox
Ability to prioritize effectively and execute in a fast-paced, high-touch environment
Benefits
Matching 401(k)
Health Insurance
Company
Firm Foundation Family Wealth
At Firm Foundation Family Wealth, we help families and individuals plan, grow, and safeguard their wealth to create a firm foundation financially.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase