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Description

The Wealth Management Operations Analyst plays a key role in ensuring the accuracy, efficiency, and compliance of

operational processes that support financial advisors, branch offices, and clients. This position oversees account

onboarding, system administration, data integrity, and transaction processing across custodial and portfolio

management platforms. The analyst serves as a subject matter expert, resolving escalated issues, supporting audits,

and driving process improvements. Success in this role is measured by precision, timeliness, and adherence to

regulatory standards, contributing directly to a seamless advisor and client experience.

Essential Duties and Responsibilities:

Wealth Management Account Set-Up & Maintenance

· Process and verify all new account openings in portfolio/customer management systems.

· Ensure complete, accurate documentation (e.g., KYC, citizenship, funding, signatures) per regulatory,

custodial, and internal policy requirements.

· Maintain and update account maintenance requests: transfers, beneficiary changes, account closures, fund

moves, etc.

System & Data Integrity

· Serve as system administrator and superuser for custodial, portfolio management, and related platforms (e.g.,

Schwab, Fidelity, Orion, etc.).

· Reconcile data across systems, ensuring consistency and resolving discrepancies (e.g. between custody

platforms, portfolio databases, and reporting tools).

· Monitor data quality and perform regular audits to detect and correct data issues.

Transaction Processing & Financial Adjustments

· Calculate and process refunds, adjustments, fee corrections, billing events, etc., ensuring full accuracy.

· Oversee trade settlement exceptions, custodial errors, or irregularities; escalate and coordinate resolution as

needed.

Support & Service Delivery

· Respond to escalated issues from branches or advisors; serve as point person for complex questions or service

problems.

· Manage branch/desk phone coverage and email inboxes; provide clerical, administration, and documentation

support.

· Interface with clients, advisors, vendors, and custodians to ensure smooth operational flows and good

customer experience.

Audits & Compliance

· Support internal and external audits: prepare materials, perform sample testing, follow-up on findings.

· Maintain compliance with regulatory standards, internal policies, and industry best practices.

· Help develop, maintain, review policies, procedures, and compliance-related workflows, ensuring they remain

current.

Process Improvement & Project Work

· Identify opportunities to streamline or automate processes to improve operational efficiency, reduce error rates, and enhance scalability. · Participate in or lead projects such as system implementations, upgrades, vendor integrations, or custodial transitions. · Develop, document, and train on SOPs, workflow diagrams, and procedural training for internal and branch users. Reporting, Monitoring & Performance Metrics · Produce, maintain, and distribute regular operational reports (daily, weekly, monthly) on key metrics such as throughput, error rates, ticket backlog, and SLA adherence. · Monitor service level agreements (SLAs) and internal goals; identify and address bottlenecks. Relationship Management · Build and maintain strong working relationships with branch staff, advisors, custodians, software / platform vendors. · Act as a liaison for vendor or platform issues, ensuring issues are resolved; participate in vendor or platform support escalations. Team Oversight & Mentorship · Supervise junior operations staff or contractors, providing guidance, training, and performance feedback to ensure consistent service delivery and professional development. · Allocate tasks and manage team workloads to meet SLAs. Technical Support & Training · Provide technical support for internal users on platforms and systems; help troubleshoot and escalate issues. · Deliver or support training to branch staff and internal users on system functionality, policy changes, new tools. Quality Assurance & Risk Management · Implement and monitor quality control measures across operational processes; proactively identify risks and develop mitigation strategies. Performance Monitoring & Reporting · Track team performance metrics, analyze trends, and present insights to leadership; recommend improvements based on data-driven evaluations. Policy & Procedure Leadership · Lead the development and periodic review of operational policies and procedures; ensure documentation is current and aligned with regulatory standards. Other Duties · As volume, organizational size, or departmental priorities shift, take on additional tasks — e.g. peak workload support, special projects, or cross-functional work.

Qualifications, Skills, and Requirements:

· Strong attention to detail and accuracy.

· Excellent written, verbal, and presentation communication skills, with the ability to adjust style to the

audience.

· Strong customer service and interpersonal skills, including high-volume phone and email communication.

· Ability to organize and prioritize multiple tasks effectively and meet deadlines in a fast-paced environment.

· Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

· Experience with Salesforce, Smartsheet, and ticketing/documentation systems preferred.

· Solid judgment, initiative, and problem-solving skills using advanced technical concepts.

· Ability to work independently and exercise discretion in sensitive situations.

· Comfort serving as a subject matter resource for systems, policies, and procedures across internal teams and

branch offices

Education, Training, and Experience:

· Bachelor's degree in business administration, Accounting, Finance, Economics, or related field preferred. · 4–6 years of professional business experience required, with a strong preference for investment industry operations. · Hands-on experience with Schwab, Fidelity, and/or Raymond James custodial platforms required. · Experience with portfolio management systems such as Orion Advisor Technology, Tamarac, or Black Diamond preferred. · Prior experience supporting compliance, audits, and regulatory processes within financial services operations a plus.