Operations Manager - San Juan Capistrano, CA

Advisor Talent Solutions; San Juan Capistrano (CA); On-site; USD 115,000 - 137,000; Full time

Benefits offered by this job

Health wellness reimbursement

PTO

401k with 4% match

Job summary

CD Financial in San Juan Capistrano, CA is seeking a hands-on Operations Manager to drive efficiency and team accountability. You will oversee day-to-day office operations, support and coordinate activities, and serve as a backup for trading and processing.

Collaborate with Marketing to strengthen client engagement and help scale the firm’s social presence. The role emphasizes KPIs, procedures, and compliance across custodians and annuity processing.

Qualifications

• 3+ years in operations at an advisory/financial services firm.
• 2+ years of leadership and people management experience.
• Proven ability to set and manage KPIs and drive accountability with a respectful leadership style.
• Working knowledge of custodians, ACATs, transfers, distributions, and RMD rules.

Responsibilities

• Lead the team to achieve KPIs, coach staff, and maintain clear roles and handoffs.
• Oversee day‑to‑day office operations and coordinate cross‑functional activities.
• Serve as a backup for trading, IRA, and fixed index annuity processing.
• Maintain CRM data, workflows, and SOPs; support tax/financial planning software use.
• Collaborate with Marketing to boost client engagement and social outreach.

Skills

Team leadership

KPI reporting

Operations management

Process improvement

Communication

Tools

Schwab Advisor Center

Wealthbox CRM

Active Campaign

Microsoft 365

e-signature tools

Workflow tools

Job description

Position: Operations Manager

Firm: CD Financial

Location: San Juan Capistrano, CA

CD Financial, located in San Juan Capistrano, CA, is committed to helping individuals and families achieve lasting financial confidence through personalized planning and exceptional service. As our firm continues to grow, we are seeking a hands‑on Operations Manager to help drive efficiency, accountability, and a positive team culture. In this key leadership role, you will oversee day‑to‑day office operations, support and coordinate team activities, serve as a backup for trading, IRA, and fixed index annuity processing, and collaborate with our Marketing Manager to strengthen the firm's social media presence and client engagement efforts.

What You’ll Do:

Team leadership and KPIs

• Set, track, and report on team KPIs (turnaround times, NIGO rates, new accounts opened, assets transferred, applications submitted and issued)
• Hold regular check‑ins and a weekly team meeting; coach, follow up, and enforce standards consistently and fairly
• Build a cohesive, positive team culture where roles, handoffs, and expectations are clear
• Understand the roles in an advisory firm (advisor, paraplanner, client service, trading/operations, insurance processing, marketing) and keep work flowing between them
• Report operational status and issues to the principal

Responsible for Oversight of Custodian Operations (Schwab or similar)

• Open new accounts (individual, joint, trust, IRA, Roth, inherited IRA) and manage paperwork through completion
• Track incoming money: ACATs, rollovers, transfers, and contributions, from initiation until funded
• Deploy and maintain model portfolios; confirm accounts are invested and aligned after funding
• Process distributions, RMDs, and standing instructions; monitor RMD deadlines across the book
• Serve as backup for the trading and IRA application processor

Annuity processing

• Prepare and submit fixed index annuity applications and 1035/transfer paperwork
• Track pending business with carriers through issue and delivery
• Process annuity withdrawals, free‑withdrawal requests, and RMDs from qualified annuities
• Serve as backup for the fixed index annuity application processor

Systems and process

• Keep the CRM, workflows, and task lists accurate and up to date
• Support the use of financial planning and tax planning software (data entry, report prep; no advice)
• Write and refine standard operating procedures and checklists
• Help maintain books‑and‑records and compliance documentation

Marketing support

• Support the Marketing Manager with social media scheduling, posting, and content coordination
• Help with event logistics and client communications as needed

What We’re Looking For:

• 3+ years in operations at an RIA, wealth management, or financial planning firm
• 2+ years of leadership and people management experience
• Demonstrated ability to build and foster a positive, results‑oriented culture that promotes accountability, engagement, professional growth, and collaboration
• Working knowledge of account types, ACATs, rollovers, model portfolios, distributions, and RMD rules
• Demonstrated experience with Schwab Advisor Center or a comparable custodian platform (Fidelity, Pershing, Altruist, etc.)
• Experience processing fixed or fixed index annuity applications, transfers, and withdrawals
• Proven ability to set and manage KPIs and hold a team accountable with a steady, respectful style
• Strong software skills: proven AI / Agentic AI experience (Claude, GPT, etc.), CRM (e.g., Wealthbox, Active Campaign), Microsoft 365, e‑signature, and workflow tools
• Excellent attention to detail, organization, and written and verbal communication

Bonus Points:

• California Life & Health insurance license (or willingness to obtain within 90 days)
• SIE, Series 65, or progress toward them
• Exposure to financial planning software (e.g., MoneyGuide, eMoney, RightCapital) and tax planning software (e.g. Retirement Analyzer, Holistiplan)
• Familiarity with social media platforms and scheduling tools
• Experience serving federal employees or retirees

Pay & Perks:

• $115k - $137k/year based on experience
• Health wellness reimbursement available immediately
• PTO
• 401k with 4% match

Schedule:

• Monday – Friday, 9:00am – 5:30pm