Onboarding Operations Specialist

Kestra Holdings; Tempe (AZ); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Kestra Holdings in Tempe, AZ, is seeking a Client Service Specialist to support the Account Services team. You will accurately process account openings, maintenance requests, and asset transfers while ensuring data integrity and compliance across client records.

The role emphasizes attention to detail, strong customer service, and the ability to multi-task in a fast-paced financial services environment. Office software proficiency and teamwork are essential for success.

Qualifications

• Experience in financial services preferred.
• 1+ years in an office environment, data entry, or related administrative role preferred.
• High school diploma required; some college coursework preferred.
• Strong organizational skills and ability to meet deadlines.

Responsibilities

• Process Account Opening & Maintenance: enter and review new account data, handle conversions, and maintenance requests.
• Manage Asset Transfers & Distributions: initiate transfers, direct rollovers, SWP, and PIP.
• Ensure Data Integrity & Compliance: organize client files, update statuses, resolve paperwork issues (NIGO).
• Provide Client & Advisor Support: answer questions about paperwork requirements and account status.
• Contribute to Team Efficiency: support processing standards and cross-train as needed.
• Undertake Ad Hoc Duties: handle other duties and projects as assigned by the manager.

Skills

Attention to detail

Customer service

Communication

Multi-tasking

Financial report analysis

Education

High school diploma

Some college coursework

Tools

Microsoft Office Suite

Job description

Lead with Purpose. Partner with Impact.

As a Client Service Specialist, you are a key contributor to the daily operational excellence of the Account Services department. Your primary responsibility involves accurately and efficiently processing work queues related to client account setup, maintenance, and various transactional items. You will be a reliable resource, ensuring that essential client records are meticulously managed and that our internal and external partners receive high-quality support. This role is ideal for someone with strong attention to detail, a commitment to accuracy, and a desire to build a career in financial services operations.

What You’ll Do:

• Process Account Opening & Maintenance: Accurately enter and review new account data, handle account conversions, and process various account maintenance requests such as name changes, SSN corrections, address updates, and account closures.
• Manage Asset Transfers & Distributions: Initiate and process incoming and outgoing asset transfers, direct rollovers, Systematic Withdrawal Plans (SWP), and Periodic Investment Plans (PIP).
• Ensure Data Integrity & Compliance: Organize client files to ensure complete records, update account statuses, and work with Sales Supervision to resolve paperwork issues (NIGO).
• Provide Client & Advisor Support: Answer questions regarding paperwork requirements and account status and educate representatives and their assistants on how to use Advisor Complete®.
• Contribute to Team Efficiency: Support department efforts to meet processing standards, cross-train in other areas as requested, and contribute to a culture of reinvention, advocacy, and integrity.
• Perform Special Account Features: Add, remove, or update special features on client accounts such as check writing, margin, and periodic IRA distributions.
• Undertake Ad Hoc Duties: Handle other duties and projects as assigned by the manager.

What You Bring:

• Strong attention to detail with excellent customer service skills and the ability to multi-task.
• Capability of gaining industry-related knowledge; ability to read, analyze, and reconcile financial reports.
• Strong analytical, problem-solving, and communication skills (verbal and written).
• Proficiency with Microsoft Office products including Word, Excel, Outlook, and PowerPoint.
• Ability to operate office equipment such as fax machine, copier, and multi-line telephone systems.
• May be required to work overtime as necessary due to heavier volumes.
• Must maintain a positive attitude.

QUALIFICATIONS:

• Financial services industry experience preferred.
• 1+ years of experience in an office environment, data entry, or a related administrative role is preferred.
• High school diploma required; some college coursework preferred.
• Strong organizational skills and ability to manage time effectively to meet deadlines.
• Basic computer proficiency, including Microsoft Office Suite.

CERTIFICATES, LICENSES, REGISTRATION:

None required for this specific role, but a basic understanding of financial industry concepts is a plus.