Operations & Service Associate

Signature Estate & Investment Advisors, LLC; Newport Beach (CA); On-site; USD 42,000 - 66,000; Full time

Job summary

Signature Estate & Investment Advisors, LLC is seeking an Operations & Service Associate to support advisor, client, and operations service functions. The role emphasizes delivering exceptional client experiences with professional conduct and attention to detail.

You will manage account processing tasks, maintain information across platforms, and handle front desk duties. Candidates should excel in multitasking, communication, and compliance standards in a fast-paced environment.

Qualifications

• Bachelor's degree or 1–2 years related experience.
• Strong verbal and written communication.
• Warm, friendly, professional attitude.
• Excellent interpersonal, organizational, and customer service skills.
• Ability to multitask and meet deadlines.

Responsibilities

• Process account openings, maintenance requests, transfers, and cash movements.
• Maintain accurate client and account information across systems.
• Monitor workflows, service queues, and alerts for timely completion.
• Resolve routine issues and escalate complex items as needed.
• Support operations across multiple platforms and custodians.
• Assist advisors and clients with service requests per procedures.
• Participate in reconciliation, audit, and quality control activities.
• Maintain accurate records and documentation in firm systems.

Skills

Attention to detail

Customer service

Multitasking

Microsoft Office

CRM software

Education

Bachelor's Degree

Tools

Microsoft Excel

Outlook

CRM software

Job description

The Operations & Service Associate is responsible for supporting advisor, client, and operational service functions while creating exceptional experience for clients, visitors, and callers.

This position requires strong attention to detail, professionalism, excellent customer service skills, and the ability to manage multiple priorities in a fast-paced environment.

KEY RESPONSIBILITIES

Operations & Service Support

• Process account openings, maintenance requests, transfers, and cash movements.
• Maintain accurate client and account information across Salesforce, Tamarac, custodians, and other platforms.
• Monitor workflows, service queues, and alerts to ensure timely completion of requests.
• Resolve routine NIGO items and elevate complex issues as needed.
• Support operations across Schwab, Fidelity, AssetMark, SEI, CAIS, iCapital, insurance, and brokerage platforms.
• Assist advisors and clients with service requests while adhering to firm procedures and compliance requirements.
• Participate in reconciliation, audit, and quality control activities.
• Maintain accurate records and documentation within firm systems.

Client Experience & Front Desk Operations

• Serve as the first point of contact for clients, visitors, and callers.
• Greet guests professionally and provide a welcoming, client-focused experience.
• Coordinate visitor arrivals.
• Answer and direct incoming calls and manage the general voicemail inbox.
• Maintain reception, conference rooms, kitchen areas, and common spaces.
• Sort and distribute mail; coordinate outgoing shipments.
• Monitor and replenish office and kitchen supplies.
• Provide administrative support to advisors and staff.

Qualifications & Skills

• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office and the ability to learn CRM, workflow, and custodial systems.
• Ability to maintain confidentiality and exercise sound judgment.

Success Measures

• Accuracy and timeliness of operational processing.
• Positive advisor, client, and visitor feedback.
• Effective management of front desk and office operations.
• Strong collaboration, reliability, and adherence to firm procedures and compliance standards.

QUALIFICATIONS

• Bachelor's Degree (BA) from four-year college or university, or 1 to 2 years of related experience and/or training, or equivalent combination of education and experience.
• Strong verbal and written communication skills with attention to detail.
• Warm, friendly, and professional attitude.
• Excellent interpersonal, organizational, and customer service skills.
• Ability to multitask and manage multiple responsibilities.
• Prior administrative or customer service experience preferred.
• Computer skills required: Spreadsheet Software (Excel); Order Processing Systems; Word Processing Software (Word); Electronic Mail Software (Outlook); Presentation software (PowerPoint); and CRM software.