Senior Operations Specialist

RMR Wealth Builders, Inc.; Montclair (NJ); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

401(k) with employer match

Health, Dental, Vision insurance

Paid vacation and holidays

Parental leave

Continuing education support

Job summary

RMR Wealth Builders, Inc. is seeking a Senior Operations Specialist in Montclair, NJ to lead client service and account operations within the Personal Wealth Division.

You will handle complex servicing, custodial workflows, and client issues, while mentoring junior staff and documenting processes. The role requires 3–5 years in an RIA or similar setting, proficiency with Salesforce/Salentica and Black Diamond, and strong Excel/Outlook skills.

Qualifications

• 3–5 years of experience in operations at an RIA, broker-dealer, or custodial/clearing environment with direct, hands-on servicing of accounts on Fidelity and/or Charles Schwab advisor platforms.
• Fluency with Salesforce or Salentica CRM and with Black Diamond (or comparable portfolio reporting/performance platform).
• Strong knowledge of Microsoft Office 365, particularly Excel and Outlook.
• Demonstrated ability to manage complex client service issues independently with sound judgment.
• High attention to detail and comfort working in a compliance-driven environment.
• Bachelor’s degree in business, finance, or a related field.

Responsibilities

• Serve as senior point of escalation for client service requests across advisors and junior staff.
• Own end-to-end resolution of complex client service issues with clients, advisors, and custodians.
• Monitor service-level turnaround and flag issues before they affect clients.
• Process and oversee account openings, transfers, and money movement across Fidelity and Schwab.
• Act as SME on custodians' workflows and liaison to custodian service teams.
• Maintain accuracy of client data in Salesforce/Salentica and refine CRM workflows.
• Train junior staff on CRM standards and assist in onboarding.
• Support billing, performance reporting, and account reconciliation in Black Diamond.
• Identify and correct data discrepancies between Black Diamond, custodial feeds, and CRM.

Skills

CRM systems

Client service

Communication

Attention to detail

Independent judgment

Education

Bachelor’s degree in business/finance

Tools

Salesforce

Salentica

Black Diamond

Excel

Outlook

Job description

Job Location:
Montclair, NJ (In-Person, Full-Time Role)

RMR Wealth is seeking a highly motivated, Senior Operations Specialist to serve as a lead point of contact for client service and account operations within the Personal Wealth Division. This individual will handle complex account servicing, custodial workflows, and client-facing operational issues, while also documenting processes, mentoring junior operations staff, and supporting the department’s day-to-day workflow.

What You'll Do

Client Service & Account Support

• Serve as a senior point of escalation for client service requests referred by advisors and junior operations staff, including account transfers, distributions, beneficiary changes, and account maintenance.
• Own resolution of complex or time-sensitive client service issues end-to-end, coordinating directly with clients, advisors, and custodians as needed.
• Monitor service-level turnaround for the team and flag issues before they affect the client experience.

Custodial Platform Operations (Fidelity & Schwab)

• Process and oversee account opening, transfers (ACAT), money movement, and account maintenance across Fidelity and Schwab platforms.
• Serve as the team's subject-matter expert on both custodians' operational workflows, systems, and forms, and act as primary liaison to custodian service teams.
• Identify and resolve exceptions, NIGO (not-in-good-order) items, and reconciliation discrepancies between custodial records and internal systems.
• Maintain accuracy and completeness of client and account data within Salesforce/Salentica, including workflows, activity tracking, and household relationships.
• Build and refine CRM workflows, templates, and reporting views that support the operations and advisory teams.
• Train and support junior staff on CRM data entry standards and best practices.
• Support billing, performance reporting, and account reconciliation processes within Black Diamond.
• Identify and correct data discrepancies between Black Diamond, custodial data feeds, and the CRM.

Process, Team Support & Documentation

• Document and maintain standard operating procedures (SOPs) for core operations workflows.
• Mentor and provide day-to-day guidance to junior operations staff, including reviewing their work for accuracy prior to submission.
• Identify opportunities to improve efficiency, reduce error rates, and streamline workflows across the department’s technology stack.
• Assist in onboarding and training new operations hires.

Compliance & Risk Coordination

• Ensure account servicing and documentation practices comply with firm policy and applicable regulatory requirements for a federally registered RIA.
• Escalate potential compliance or supervisory concerns to the Chief Compliance Officer promptly.
• Maintain accurate records to support books-and-records and audit requirements.

Qualifications

Required

• 3–5 years of experience in operations at an RIA, broker-dealer, or custodial/clearing environment, with direct, hands-on experience servicing accounts on Fidelity and/or Charles Schwab advisor platforms.
• Working fluency with Salesforce or Salentica CRM and with Black Diamond (or comparable portfolio reporting/performance platform).
• Strong working knowledge of Microsoft Office 365, particularly Excel and Outlook.
• Demonstrated ability to manage complex client service issues independently and with sound judgment.
• Excellent written and verbal communication skills, with the professionalism required for direct client and custodian contact.
• High attention to detail and comfort working within a compliance-driven environment.
• Bachelor’s degree in business, finance, or a related field.

Preferred

• Series 65 license (or willingness to obtain within an agreed timeframe).
• Prior experience training, reviewing, or informally leading the work of other operations staff.
• Experience supporting a high-net-worth or ultra-high-net-worth client base.

Compensation

Competitive salary with eligibility for Individual Performance Bonuses and Company Performance Bonuses.

• Significant long-term earnings potential tied to advisor professional development, client relationship management, and firm growth.
• 401(k) and HSA with employer match.
• Two weeks of paid vacation and paid holidays off.
• Paid parental leave.
• Access to Health, Dental, Vision, and Life Insurance.
• Access toAncillary Benefits (voluntary or supplemental benefits).
• Continuing education support and resources.

This position is intentionally structured as a development role to support our Personal Wealth Division and client relationships

Successful candidates will have the opportunity to:

• Take ownership of increasingly complex client relationships.
• Build trusted relationships with plan sponsors and key stakeholders.
• Resolve operational related issues effectively and proactively.
• Build a long-term career within RMR Wealth Builders.

About RMR Wealth Builders, Inc.

RMR Wealth is an independent, planning-first firm serving individuals, families, organizations, and institutions. With over $3 billion in assets under management, the firm is built to support long-term relationships, thoughtful growth, and enduring partnerships.

Since 1986, RMR Wealth advisors have helped clients organize financial complexity, gain clarity through education, and make confident financial decisions through comprehensive planning and disciplined investment management.

Equal Opportunity Statement

RMR Wealth Builders, Inc.is an equal opportunity employer and provides equal employment opportunities to all employees and applicants for employment. We prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.