Operations Specialist — Client Onboarding & Portfolio Ops

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

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.