Client Operations Manager

Phoenix Wealth Management, PLLC; Scottsdale (AZ); Hybrid; USD 54,000 - 66,000; Full time

Job summary

Phoenix Wealth Management, PLLC in Scottsdale, AZ is seeking an experienced Client Operations Manager to take ownership of the private client group’s operations. You will partner with the President and CEO to streamline prospect and client workflows and implement systems that support growth.

This role demands proactive problem-solving, cross-functional coordination, and the ability to drive initiatives from plan to completion.

Qualifications

• Three or more years of relevant experience in wealth management or financial services.
• Experience managing prospect, onboarding, or client-service workflows.
• Strong CRM, organizational, and project-management skills.
• Professionalism with confidential financial information.

Responsibilities

• Manage prospects from initial consultation through onboarding and nurture.
• Review meeting recordings and turn conversations into action items.
• Coordinate follow-ups by email and phone.
• Collect statements and tax documents.
• Prepare for prospect meetings and client reviews.
• Enter and organize information in CRM and analytics tools.
• Maintain an accurate pipeline with next steps.
• Coordinate client reviews, distributions, transfers, and service requests.
• Build dashboards and standard operating procedures.
• Identify bottlenecks and drive process improvements.

Skills

Wealth management experience

Operations leadership

CRM management

Process improvement

Tools

Salesforce

Redtail

Black Diamond

GoHighLevel

Kwanti

Retirement Analyzer

Job description

You may already be the person holding an advisory practice together but you are still being treated like support.

Phoenix Wealth Management is looking for an experienced Client Operations Manager ready to take real ownership of a growing private client group.

You will work directly with the President and CEO, manage the prospect and client operation, and build the systems that support the firm’s next stage of growth.

This is not an administrative-assistant position. We need someone who can see what needs to happen, create the plan, and drive it through completion.

About Phoenix Wealth Management

Phoenix Wealth Management, PLLC is a private client group operating as an independent advisory firm in Scottsdale, Arizona.

For more than 25 years, we have provided personalized investment and insurance solutions to a select group of clients.

We are intentionally boutique. Our firm is built on integrity, strong relationships, high performance, and personal service, not layers of management or corporate bureaucracy.

We have valuable client relationships, an active pipeline, and meaningful growth opportunities. Now, we need the operational leader who can help us manage that growth without sacrificing the client experience.

Your Role

You will become an operational right hand to the CEO, working closely alongside Eric and Jenelle to keep the firm’s prospect and client operations organized, moving, and accountable.

You will own the movement of prospects and clients across the firm, making sure every meeting, document, follow-up, deadline, and commitment is organized and completed. You’ll work alongside Jenelle and Eric to create greater visibility across the practice, strengthen existing processes, and make sure nothing falls through the cracks as the firm grows.

Your responsibilities will include:

• Managing prospects from initial consultation through follow-up, case preparation, onboarding, or long-term nurture.
• Reviewing meeting recordings and turning conversations into clear action items.
• Coordinating personalized follow-up by email and phone.
• Collecting statements, tax documents, and other required information.
• Preparing Eric for prospect meetings, second meetings, and client reviews.
• Entering and organizing information in Kwanti, Retirement Analyzer, CRM platforms, and related tools.
• Maintaining an accurate pipeline with a clear status and next action for every prospect.
• Coordinating ongoing client reviews, distributions, transfers, annuity activity, Roth conversions, and service requests.
• Building dashboards, workflows, checklists, and standard operating procedures.
• Working alongside Jenelle to coordinate day-to-day priorities, client needs, and operational follow-through.
• Identifying bottlenecks and fixing them before they become larger problems.
• Keeping Eric focused, prepared, and accountable for the decisions only he can make.

Who We Want

You understand that operations is not about completing a list of assigned tasks. It is about creating visibility, anticipating problems, and taking ownership of the outcome.

You are someone who:

• Has experience in wealth management or financial services.
• Turns conversations into organized action plans.
• Manages multiple clients, deadlines, and priorities without losing control.
• Communicates confidently with clients and external partners.
• Builds systems instead of relying on memory.
• Follows up without needing to be reminded.
• Can respectfully manage up and keep a busy founder on track.
• Treats "I've got it" as a commitment.

Requirements:

• Three or more years of relevant experience in wealth management, financial services, insurance, banking, or client operations.
• Experience managing prospect, onboarding, or client-service workflows.
• Strong CRM, organizational, and project-management skills.
• Sound judgment, initiative, and exceptional follow-through.
• Professionalism with confidential financial information.

Experience with Salesforce, Redtail, Black Diamond, GoHighLevel, Kwanti, Retirement Analyzer, annuities, managed accounts, transfers, distributions, or Roth conversions is preferred.

Licensing is helpful but not required. We may support licensing for the right candidate.

Why Join Phoenix Wealth Management?

This is an opportunity to help run a firm, not disappear inside one.

You will work directly with an experienced founder, have visibility across the practice, and help decide how the business operates and grows.

Your ideas will not get buried under layers of approval. When your work improves the firm, you will see the impact directly.

For the right person, this role can grow into broader practice and operations leadership.

Location and Compensation

This is a full-time position. Candidates in Scottsdale or Phoenix who can work in a flexible hybrid arrangement are preferred.

Highly qualified remote candidates in Arizona or a compatible Western U.S. time zone may also be considered.

Compensation: Starting at $60,000 annually, depending on experience and qualifications, plus potential performance incentives.