Operations & Client Service Associate

Tonjes Financial Group; Findlay (OH); On-site; USD 60,174,000 - 68,770,000; Full time

Benefits offered by this job

Three weeks PTO

Health and dental reimbursement (HRA)

3% SIMPLE IRA match

Job summary

Tonjes Financial Group, a growing independent financial planning and tax firm in Findlay, Ohio, seeks an Operations & Client Service Associate to keep the firm organized, fulfill commitments to clients, and create a great client experience.

This operations/administrative role involves meaningful client interaction and does not involve financial-adviser or sales duties. Prior financial-services experience is helpful but not required; a college degree is valued for growth within the firm.

Qualifications

• College degree not required; relevant experience helpful but not required.
• Experience in administration, operations or client service is relevant.
• Reliability and attention to detail are highly valued.

Responsibilities

• Manage scheduling, phones, routine correspondence and day-to-day office administration.
• Prepare for client meetings and ensure follow-up items are documented and tracked.
• Maintain accurate client records, tasks, notes and workflows in the firm systems.
• Greet clients and create a warm, professional office experience.
• Provide routine status updates to clients within role boundaries.
• Help document procedures and improve administrative workflows as the business grows.
• Use approved technology while following privacy, security and compliance requirements.
• Assist with onboarding and administrative portions of new accounts after training.
• Coordinate routine administrative matters with custodians and providers.
• Track transfer status, missing information and signatures through resolution.
• Prepare or retrieve reports and documents for adviser review.
• Maintain complete records of client-related operational communications.

Skills

Dependable

Highly organized

Attention to detail

Tech-savvy

Customer service

Confidential handling

Education

College degree

Series 65

Job description

Tonjes Financial Group is a growing independent financial planning and tax firm in Findlay, Ohio. We are looking for an Operations & Client Service Associate to help us keep the firm organized, make sure commitments to clients are completed, and create a great client experience.

This is an operations and administrative position with meaningful client interaction. It is not a financial-adviser or sales position. Previous financial-services experience is helpful, but it is not required.

Our ideal candidate is dependable, highly organized, attentive to detail, comfortable learning technology, and genuinely enjoys helping people.

At a small firm, this role matters. You will often be one of the first people a client interacts with, and we seek a person who makes sure the operational side of the client relationship runs smoothly from start to finish.

What You Will Do

About the Role

Tonjes Financial Group is a growing independent financial planning and tax firm in Findlay, Ohio. We are looking for an Operations & Client Service Associate to help us keep the firm organized, make sure commitments to clients are completed, and create a great client experience.

This is an operations and administrative position with meaningful client interaction. It is not a financial-adviser or sales position. Previous financial-services experience is helpful, but it is not required.

Our ideal candidate is dependent, highly organized, attentive to detail, comfortable learning technology, and genuinely enjoys helping people.

At a small firm, this role matters. You will often be one of the first people a client interacts with, and we seek a person who makes sure the operational side of the client relationship runs smoothly from start to finish.

This role supports both Tonjes Financial Group and an affiliated tax/accounting business. Responsibilities will shift throughout the year based on client needs, workflow volume, and tax season.

Operations & Client Service

• Manage scheduling, phones, routine correspondence, document organization, and day-to-day office administration.
• Prepare for client meetings and make sure follow-up items are documented, assigned, and tracked through completion.
• Maintain accurate client records, tasks, notes, and recurring workflows in the firm's systems.
• Track outstanding documents, signatures, service requests, and other open items.
• Greet clients and help create a warm, professional, organized, and thoughtful office experience.
• Provide routine process and status updates to clients within the boundaries of the role.
• Help document recurring procedures and improve administrative workflows as the businesses grow.
• Use approved technology to improve administrative efficiency while following firm privacy, security, and compliance requirements.

Wealth Management Support

• After training, assist with administrative portions of new account opening and client onboarding.
• Help prepare and track account transfers, beneficiary changes, distributions, standing instructions, and other routine service requests.
• Coordinate routine administrative matters with custodian and other approved providers using authorized firm systems.
• Track transfer status, missing information, signatures, and other deficiencies through resolution.
• Prepare or retrieve reports, documents, and other materials for adviser review.
• Maintain complete records of client-related operational communications and next steps.

Tax & Accounting Office Support

• Support day-to-day administrative operations of the affiliated tax/accounting business, with responsibilities increasing substantially during tax season.
• Answer and route tax-office calls, schedule appointments, and help manage the flow of clients through the office.
• Assist with client intake and the collection of information and documents needed for tax preparation.
• Receive, scan, organize, label, and route tax documents using approved secure procedures.
• Track missing documents and follow up with clients on routine outstanding items.
• Help keep tax files, document queues, appointment schedules, and administrative workflows organized and current.
• Assist with printing, mailing, document assembly, and other administrative steps involved in completing and delivering tax work.

The position does not provide independent investment, tax, or legal advice. Questions involving recommendations, interpretation, professional judgment, or matters outside established procedures are escalated to Brad, Tammy, or the appropriate professional.

What You Will Not Be Asked to Do

• Provide investment, tax or legal advice.
• Recommend securities, investment allocations, rollovers, Roth conversions, withdrawal strategies or other financial-planning decisions.

What We Are Looking For

• Follow through without needing repeated reminders.
• Notice when something is missing, inconsistent or does not look right.
• Enjoy making things easier for other people.
• Manage multiple moving pieces without losing track of the next step.
• Communicate clearly and professionally by phone, email and in person.
• Comfortable doing routine and repetitive work accurately.
• Comfortable learning unfamiliar software and technology.
• Be trusted with confidential personal and financial information.
• Know when to ask a question rather than guessing.
• Would enjoy working at a small company where responsibilities can evolve as the business grows.

Experience

A college degree, Series 65, and prior financial-services experience are not required. Relevant backgrounds may include administration, operations, banking, accounting, legal services, healthcare administration, financial services, hospitality, professional services or other client-service environments.

We can teach financial-services processes. Reliability, attention to detail, curiosity, judgment and genuine care for people are much harder to teach.

Schedule and Benefits

• Regular schedule: 40 hours per week, with expected office presence generally 8:30 a.m.-4:30 p.m., Monday-Friday.
• Tax season: expected schedule generally 10:00 a.m.-6:00 p.m., Monday-Friday, plus 9:00 a.m.-12:00 p.m. Saturday. The position is hourly/nonexempt and overtime is paid as required.
• Compensation: $21-$24 per hour, depending on experience. TFG may exceed the stated range for an unusually strong candidate with directly relevant experience.
• Three weeks of combined paid time off.
• Employer-funded health and dental reimbursement benefit through the firm's HRA arrangement, subject to plan terms.
• 3% employer match to SIMPLE IRA.

Opportunity to Grow With the Firm

We are intentionally hiring this position early in the growth of the firm. For the right person, the role can expand well beyond entry-level administration. As the firm grows and the employee demonstrates the ability to own client-service and operational systems, possible paths could include Senior Operations & Client Service Associate, Operations Manager, or broader client-experience/operations leadership. Advancement is based on performance and business needs, not tenure alone.

What Success Looks Like

• Clients feel recognized and well cared for.
• Tasks are completed timely and accurately.
• Meetings are organized before clients arrive.
• Routine operational requests are handled accurately and efficiently.
• Problems are identified early and escalated appropriately.
• The advisory team can devote more time to planning, advice and client relationships.
• Systems and processes are being documented and built as needed.
• Clients feel like working with us is seamless and easy.

Tonjes Finance, LLC makes employment decisions based on job-related qualifications and business needs and is committed to providing equal employment opportunity consistent with applicable law.