Operations Associate Specialist

Ultimate Staffing; Town of Florida (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Ultimate Staffing is seeking an Operations Associate/Specialist to help manage client onboarding, portfolio administration, reporting, and data governance across our wealth-management operations in New York. The role emphasizes accuracy, cross-functional collaboration, and improving processes within the client lifecycle.

The ideal candidate has 1–5+ years in financial services operations, strong Excel and CRM skills, and a collaborative, detail-oriented mindset ready to grow with the team.

Qualifications

• Bachelor's degree preferred; equivalent education and relevant practical experience will also be considered.
• Strong analytical, research and problem-solving skills.
• Ability to organize, prioritize and track multiple assignments.
• Strong written and verbal communication skills.
• Professional judgment and ability to appropriately handle confidential client and firm information.

Responsibilities

• Support and manage various aspects of new client onboarding and account transitions.
• Prepare and process new account, maintenance and other account-related documentation.
• Coordinate with custodians to research and resolve account-related issues.
• Monitor onboarding activity and follow through on outstanding items.
• Assist with client setup across firm systems and online platforms.
• Support client offboarding, account closures and other lifecycle processes.
• Maintain accurate documentation of operational activity in the firm's CRM and books and records systems.
• Support the accuracy and maintenance of the firm's portfolio management and reporting system.
• Assist with new account and portfolio setup, maintenance and closures.
• Prepare portfolio and operational reports as needed.
• Assist with recurring firm reporting and data-quality reviews.
• Research discrepancies and help resolve portfolio, account and data issues.
• Develop greater responsibility for portfolio management and reporting processes based on experience and proficiency.
• Assist with account audits, reconciliations, data reviews and operational self-audits.
• Support quarterly forensic and compliance-related operational reporting.
• Research exceptions and assist with appropriate resolution and documentation.
• Help maintain accurate and consistent information across the firm's systems.
• Support CRM data quality and established data-governance practices.
• Maintain accurate electronic client records in accordance with firm procedures.
• Learn and develop proficiency in the technology platforms used throughout the firm.
• Identify opportunities to improve workflows, processes and use of technology.
• Assist with documenting and maintaining standard operating procedures and workflows.
• Participate in system testing, implementation and other operational projects.
• Work with Operations and other departments to improve processes throughout the client lifecycle.
• Take increasing ownership of projects and process improvements as experience and knowledge develop.
• Work collaboratively as part of a cross-trained Operations team.
• Provide backup support during periods of high volume, vacations and other absences.
• Communicate effectively with advisors, client service team members, custodians, vendors and other colleagues.
• Assist with special projects and firm initiatives.
• Perform other operational responsibilities as needed.
• The Operations Associate / Specialist will work across several areas of the firm's operations, including client onboarding and offboarding, portfolio administration, reporting, CRM and data management, operational controls and process improvement.

Skills

Organizational skills

Attention to detail

Analytical thinking

Problem solving

Written and verbal communication

Teamwork

Self-motivation

Education

Bachelor's degree preferred; equivalent education and relevant practical experience

Tools

Microsoft Excel

Microsoft Office

Salesforce

Black Diamond

CRM platforms

Job description

What You'll Do

Client Onboarding & Account Operations

• Support and manage various aspects of new client onboarding and account transitions.
• Prepare and process new account, maintenance and other account-related documentation.
• Coordinate with custodians to research and resolve account-related issues.
• Monitor onboarding activity and follow through on outstanding items.
• Assist with client setup across firm systems and online platforms.
• Support client offboarding, account closures and other lifecycle processes.
• Maintain accurate documentation of operational activity in the firm's CRM and books and records systems.

Portfolio Administration & Reporting

• Support the accuracy and maintenance of the firm's portfolio management and reporting system.
• Assist with new account and portfolio setup, maintenance and closures.
• Prepare portfolio and operational reports as needed.
• Assist with recurring firm reporting and data-quality reviews.
• Research discrepancies and help resolve portfolio, account and data issues.
• Develop greater responsibility for portfolio management and reporting processes based on experience and proficiency.

Operational Controls & Data

• Assist with account audits, reconciliations, data reviews and operational self-audits.
• Support quarterly forensic and compliance-related operational reporting.
• Research exceptions and assist with appropriate resolution and documentation.
• Help maintain accurate and consistent information across the firm's systems.
• Support CRM data quality and established data-governance practices.
• Maintain accurate electronic client records in accordance with firm procedures.

Process & Technology Improvement

• Learn and develop proficiency in the technology platforms used throughout the firm.
• Identify opportunities to improve workflows, processes and use of technology.
• Assist with documenting and maintaining standard operating procedures and workflows.
• Participate in system testing, implementation and other operational projects.
• Work with Operations and other departments to improve processes throughout the client lifecycle.
• Take increasing ownership of projects and process improvements as experience and knowledge develop.

Team Support

• Work collaboratively as part of a cross-trained Operations team.
• Provide backup support during periods of high volume, vacations and other absences.
• Communicate effectively with advisors, client service team members, custodians, vendors and other colleagues.
• Assist with special projects and firm initiatives.
• Perform other operational responsibilities as needed.

What We're Looking For

We are open to candidates at different stages of their financial services careers. The level of the position will be based on experience and demonstrated ability.

Operations Associate

An Associate-level candidate may have:

• Approximately 1-3 years of operations, client service, banking,
• financial services or other relevant professional experience.
• Strong organizational skills and attention to detail.
• An interest in learning wealth-management operations, systems and processes.
• Strong analytical and problem-solving ability.
• Ability to manage multiple detailed assignments and follow through consistently.
• Comfort learning new technology and working across multiple systems.
• A collaborative attitude and willingness to support different areas of the Operations team.

Operations Specialist

• Approximately 3-5+ years of relevant financial services operations or client service experience, preferably within an RIA, wealth-management firm or other financial institution.
• Ability to independently manage operational processes and resolve more complex issues.
• Experience with portfolio administration, client onboarding, reporting, reconciliations, operational controls or similar functions.
• Experience with Black Diamond or another portfolio management/reporting platform is highly desirable.
• Experience with Salesforce, Black Diamond Elements or another CRM platform is highly desirable.
• Familiarity with Schwab, Fidelity or other financial custodians is a plus.
• Ability to analyze processes, identify improvements and independently move projects or issues toward resolution.

Qualifications

• Bachelor's degree preferred; equivalent education and relevant practical experience will also be considered.
• Strong proficiency with Microsoft Office, particularly Excel.
• Excellent attention to detail and commitment to accuracy.
• Strong analytical, research and problem-solving skills.
• Ability to organize, prioritize and track multiple assignments.
• Strong written and verbal communication skills.
• Professional judgment and ability to appropriately handle confidential client and firm information.
• Self-starter who takes initiative, follows through and enjoys learning.
• Team-oriented with a willingness to step in where needed.

Desired Skills and Experience

The Operations Associate / Specialist will work across several areas of the firm's operations, including client onboarding and offboarding, portfolio administration, reporting, CRM and data management, operational controls and process improvement. The position works closely with our Operations team, financial advisors, client service team, custodians and technology partners. As part of a cross-trained Operations team, responsibilities will evolve based on experience, skill development, firm priorities and workload.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.