Insurance & Investment Operations Specialist

Baystate Financial; Needham (MA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

401(k)

Health Insurance

Vision Insurance

Life Insurance

Paid Time Off

Professional Development and Licensing

Job summary

Baystate Financial is seeking an Investment & Insurance Operations Specialist to support advisors and clients throughout the lifecycle of investment and insurance accounts. This role blends investment operations, insurance support, client service, and advisor support to help grow practices and deliver a seamless client experience.

You'll coordinate onboarding, maintenance, and servicing while ensuring regulatory compliance, accuracy, and timely processing.

Qualifications

• Bachelor's degree or equivalent professional experience.
• 2+ years in financial services, insurance operations, investment operations, account administration, or client service.
• Working knowledge of investment and insurance products including mutual funds, ETFs, annuities, advisory and brokerage accounts.
• Familiarity with custodial platforms such as Schwab, Fidelity, Pershing, or similar providers.
• Strong attention to detail and organizational skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities in a deadline-driven environment.

Responsibilities

• Coordinate onboarding, account maintenance, asset movement requests, rollovers, and other investment account service activities.
• Support advisors with new business processing for investment and insurance products.
• Review and validate account documentation for accuracy, completeness, and regulatory compliance.
• Track and manage service requests, proactively communicating status updates and resolving issues.
• Partner with custodians, broker-dealers, insurance carriers, and third-party providers to facilitate account servicing and processing.
• Research and resolve discrepancies, missing requirements, and operational issues.
• Coordinate requirements for insurance applications, policy delivery, in-force policy servicing, and related transactions.
• Monitor pending business and follow up on outstanding requirements to ensure timely completion.
• Serve as a key point of contact for advisors and clients regarding operational and service-related needs.
• Deliver a high-touch service experience focused on responsiveness, accuracy, and problem resolution.
• Assist with account maintenance requests, beneficiary updates, address changes, and client account administration.
• Maintain accurate records within CRM, custodial, and portfolio management systems.

Skills

Attention to detail

Excellent communication

Organizational skills

Time management

Education

Bachelor's degree or equivalent

Tools

Salesforce

Redtail

Advisor360

Wealthbox

Job description

Join a Team That Drives Exceptional Client Experiences

Are you passionate about financial services, operations, and client service? Do you enjoy working behind the scenes to ensure investment and insurance business is processed accurately, efficiently, and compliantly? We are seeking an Investment & Insurance Operations Specialist to support advisors and clients throughout the lifecycle of their investment and insurance accounts.

This position combines investment operations, insurance support, client service, and advisor support responsibilities. You will play a vital role in helping advisors grow their practices while delivering a seamless experience for clients.

Key Responsibilities

Investment & Insurance Operations

• Coordinate and manage onboarding, account maintenance, asset movement requests, rollovers, and other investment account service activities.
• Support advisors with new business processing for investment and insurance products.
• Review and validate account documentation for accuracy, completeness, and regulatory compliance.
• Track and manage service requests, proactively communicating status updates and resolving issues.
• Partner with custodians, broker-dealers, insurance carriers, and third-party providers to facilitate account servicing and processing.
• Research and resolve discrepancies, missing requirements, and operational issues.
• Coordinate requirements for insurance applications, policy delivery, in-force policy servicing, and related transactions.
• Monitor pending business and follow up on outstanding requirements to ensure timely completion.
• Serve as a key point of contact for advisors and clients regarding operational and service-related needs.
• Deliver a high-touch service experience focused on responsiveness, accuracy, and problem resolution.
• Assist with account maintenance requests, beneficiary updates, address changes, and client account administration.
• Maintain accurate records within CRM, custodial, and portfolio management systems.

Compliance & Operational Excellence

• Ensure adherence to firm policies, SEC and FINRA regulations, carrier requirements, and industry best practices.
• Partner with Operations, Compliance, and Client Service teams to improve workflows and client outcomes.
• Document processes, identify efficiencies, and contribute to continuous improvement initiatives.
• Support additional operational and administrative functions as business needs require.

Required Qualifications

• Bachelor's degree or equivalent professional experience.
• 2+ years of experience in financial services, insurance operations, investment operations, account administration, or client service.
• Working knowledge of investment and insurance products, including mutual funds, ETFs, annuities, advisory accounts, brokerage accounts, fixed income investments, and alternative investments.
• Familiarity with custodial platforms such as Schwab, Fidelity, Pershing, or similar financial services providers.
• Strong attention to detail and organizational skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities in a deadline-driven environment.

Preferred Qualifications

• Experience supporting insurance and investment advisors in a financial services environment.
• Familiarity with new business processing, account servicing, policy administration, and advisor support functions.
• Active Life & Health License or willingness to obtain.
• Interest in obtaining or currently holding securities registrations (Series 6 or Series 7).
• Experience with CRM and advisor technology platforms such as Salesforce, Redtail, Advisor360, Wealthbox, or similar systems.
• Project management, workflow improvement, or operational process experience.

Core Competencies

• Client-focused mindset
• Strong problem-solving and critical-thinking skills
• Exceptional attention to detail
• Effective communication and relationship management
• Strong organizational and time-management abilities
• Collaboration across teams and departments
• Process improvement orientation
• Confidentiality and data integrity

Why Join Us?

• Be part of a growing, advisor-focused organization.
• Gain exposure to both investment and insurance operations.
• Work closely with experienced financial professionals.
• Develop valuable industry expertise and licensing opportunities.
• Make a direct impact on advisor success, client satisfaction, and operational excellence.
• Enjoy a collaborative culture that values teamwork, growth, and continuous improvement.
• 401(k)
• Health Insurance
• Vision Insurance
• Life Insurance
• Paid Time Off
• Professional Development and Licensing Support

The Difference You'll Make

This role is critical to ensuring that advisors can focus on serving clients and growing their business while knowing operational details are handled accurately and efficiently. Your work directly impacts client satisfaction, advisor productivity, and the overall success of the firm.

This position offers an excellent opportunity for someone looking to build a long-term career in financial services operations while supporting both investment and insurance professionals in a dynamic, team-oriented environment.