Operations Specialist

Heritage Wealth Management; Houston (TX); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Health Savings Account (HSA)

401(k) with employer match

Paid time off (PTO) starting at 12 days annually

Training and professional development

Tuition reimbursement

Job summary

A financial services firm in Houston is seeking an Operations Specialist to enhance the client experience by managing service requests and supporting financial advisors. The ideal candidate should have strong organizational skills, an ability to multitask in a fast-paced environment, and a background in client service or administration. A Bachelor's degree and proficiency in Microsoft Office are preferred. This position offers robust benefits, including medical coverage and a 401(k) plan.

Qualifications

• 3-5 years of client service or administrative experience, preferably in the RIA industry.
• Proficient in Microsoft Office suite (Outlook, Word, Excel, SharePoint).
• Ability to work under pressure and prioritize tasks.

Responsibilities

• Serve as a primary contact for client service requests via phone and email.
• Open and maintain client accounts, including new account setup.
• Assist in the preparation of client meeting materials.

Skills

Attention to detail

Client service

Communication skills

Multitasking

Problem-solving

Organizational skills

Microsoft Office proficiency

Team player

Resourceful

Interpersonal skills

Education

Bachelor's degree

Tools

Redtail

Orion

Wealthscape

Job description

Operations Specialist — Wealth Management

Location: Houston, TX - Galleria

Employment Type: Full-Time

Heritage Wealth Management is seeking an Operations Specialist to support our advisors and operations manager and deliver a smooth, high-touch client experience. This role is ideal for someone who is organized, detail-driven, and enjoys helping people through excellent service and follow-through.

What You'll Do

Client Service & Account Operations

• Serve as a primary contact for client service requests via phone and email
• Respond to and resolve client requests promptly and professionally
• Open and maintain client accounts, including new account setup at the custodial level
• Process funding, electronic check deposits, and money movements (transfers, contributions, distributions, rollovers) with custodians
• Execute account transactions including trades, deposits, withdrawals, and RMDs
• Diligently follow up on funds transfers, client requests, ensuring deadlines are met and requests are complete
• Coordinate signatures and ensure forms are accurate and complete
• Complete necessary financial paperwork to execute client recommendations, change beneficiaries, establish trusts, etc.
• Ensure accurate completion of client paperwork and account setup
• Research and follow up on any issues with custodians and vendors
• Communicate client requests to advisors and handle issue resolution, including death claim processing
• May work with client’s tax or legal counsel on client concerns

Advisory Support & Operations

• Assist in the preparation of client meeting materials and support advisors before, during, and after meetings
• Collaborate with internal team members on various tasks and long-term initiatives, from daily account management to financial/statement/performance reporting
• Maintain clean documentation, tasks, and notes in CRM
• Manage and update the firm's CRM, ensuring data accuracy and proper follow-up tasks
• Organize and file client documents according to firm procedures and compliance standards
• Maintain CRM database and client files (filing, copies, data input) daily
• Support Operations Manager, complete operational projects and assists advisor team on streamline processes
• Support the implementation of new processes and technology solutions
• Responsible for maintaining document management system and internal processes
• Mentor and train Client Service Associates

What We're Looking For

Experience & Education

• Bachelor's degree preferred
• 3 – 5 years of client service or administrative experience (RIA industry preferred)

Skills & Qualifications

• Strong attention to detail and consistent follow-through
• Excellent verbal and written communication skills in a professional context
• Highly organized, detail-oriented multitasker who thrives in a fast-paced environment
• Strong problem-solving skills with ability to proactively identify needs and solutions while working with deadlines and prioritizing under pressure
• Dedicated to providing exceptional client experience and upholding the highest standards of confidentiality
• Strong team player who embodies a "We" mentality
• Independently resourceful and inquisitive
• Strong interpersonal skills and professional presence to develop team and client relationships
• Easily picks up new technologies and systems
• Proficient in Microsoft Office suite (Outlook, Word, Excel, SharePoint)
• Comfortable using wealth management platforms for portfolio management, performance reporting, and billing
• Experience with Redtail, Orion, and Wealthscape is a plus
• Medical, dental, and vision coverage (available to employees and their families)
• Health Savings Account (HSA) and Flexible Spending Account (FSA) for medical, dependent, and transit expenses available
• 401(k) with employer match
• Life and AD&D insurance — employer-paid and voluntary options
• Paid time off (PTO) starting at 12 days annually (increasing with years of service), plus 8 federal holidays
• Training and professional development
• Reimbursement for tuition, licensing, and other credentials

Why This Role Matters

You'll be a key part of the client experience—helping our team stay organized, proactive, and responsive while ensuring client requests are handled accurately and efficiently.