Client Service and Operations Specialist

Are you a detail-oriented problem solver with a passion for collaboration, consistent execution of mission critical tasks, and maintaining streamlined business processes? If you enjoy collaboration, value innovation, and love helping others, we’d love to meet you! Vestia Personal Wealth Advisors is a rapidly growing financial planning firm with primary locations in Nashville, TN, Fort Wayne, IN, and several team members in other locations across the country. Our Support Team Members love managing details and play a pivotal role in ensuring our physician clients receive top-notch support.

Job Summary:

The Client Service and Operations Specialist supports our other service teams by managing key parts of our client onboarding process, various ongoing client maintenance processes, and special high volume projects. Usual hours are 40 hours per week during normal business hours (we do allow for flex time and some remote work with supervisor approval). From time to time, this position may require time outside of standard hours. You should be able to quickly acclimate to our processes and technology to provide consistently exceptional support to your teammates.

Primary Responsibilities Include:

· Central processing for various high volume processes

· Maintaining database records including recording detailed notes in CRM software on tasks, client records, activities, etc.

· Managing special projects for the operations and client service teams as they arise

· Managing account paperwork workflows from initiation to completion

· Preparing, processing, and tracking account related paperwork required for client processing

· Centralized setup and data entry for new client onboarding

· Assisting with the firm’s compliance requirements during client onboarding and ongoing service requirements

· Resolving customer service case files at investment custodians and software used during client service tasks

· Working directly with investment custodians as needed to complete ACH transfers, move money, etc.

· Working directly with insurance vendors as needed

· Maintaining confidentiality of client information

· Documenting and maintaining workflows in our WIKI SOP tool

· Quality control monitoring and remediation for setup errors in the firm’s primary technology platforms

· Completing any and all other duties as assigned

Travel:

· Travel as needed to support service teams and accomplish other corporate functions, and attend two off-site team retreats each year. Ability to transport oneself is necessary.

Required Experience / Qualifications:

· High school diploma or GED (minimum required)

· Bachelor's Degree (minimum required)

· A minimum of 2 years administrative experience in financial, insurance, project management, or professional services

· Self-motivated, process oriented with outstanding project, multi-tasking, and problem-solving skills

· Proficiency in Microsoft Office applications, CRM (Salesforce a plus), Project management tools and proven ability to quickly learn other software applications as needed

· Proven ability to work in a team , notable attention to detail, outstanding time management and organizational skills

· Ability to work with a flexible schedule including occasional nights, weekend, travel as necessary for the successful execution of firm business (including two off-site team retreats annually)

Preferred Experience / Qualifications:

· Bachelor’s degree in finance, accounting, project management or business

· Experience in insurance, financial planning and investments or project management

· Experience creating or documenting workflows and procedures a plus

Growth Path Next Steps Could Likely Include the Following:

· Promotion to Operations Manager

· Promotion to CSA Manager

Benefits Include:

· Health Insurance Plan

· 401k and Profit-Sharing Plan

· Success Sharing Bonus

· Paid Time Off

· Parental Leave Policy

Equal Opportunity is Real Here

Team Vestia embraces diversity and equal opportunity as essential to the core of who we are. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better Team Vestia will be!