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Financial Services Operations Coordinator
Not specifiedFull-timeOffice AdministrationFinancial Services
Coordinate complex client matters for a small practice providing strategic CFO and family office services. Manage documents, deadlines, follow-ups, and communications with clients and external professional advisers.
Responsibilities
- Convert meetings and instructions into actions, owners, and deadlines, and track progress across client matters.
- Collect and review paperwork, prepare submission packets, upload documents to portals, and coordinate signatures.
- Contact clients and external professionals to obtain missing information and move outstanding requests forward.
- Support banking requests, KYC and identity-verification processes, trust-related paperwork, company formations, and insurance administration.
- Identify missing prerequisites, conflicting updates, and approaching deadlines, and recommend next steps.
- Maintain status updates for the principal and follow up on required decisions, documents, and approvals.
- Confirm that submissions were received and accepted and that outstanding items were resolved.
- Receive training in the practice’s specialized processes, terminology, and client context.
Requirements
- Excellent professional English, including clear written communication and confident conversations with clients and professional advisers.
- Demonstrated initiative in anticipating needs, starting follow-ups, and resolving obstacles independently.
- Experience managing multi-step work involving multiple people and deadlines from initiation through completion.
- High accuracy, sound judgment, confidentiality, and ability to escalate decisions appropriately.
- Curiosity and adaptability when learning unfamiliar terminology, digital tools, and interconnected processes.
- Submit a résumé and a brief example of a process or client matter personally managed through completion.
- Complete a short video introduction during the application process.
Nice to have
- Experience in financial-services administration, wealth-management client service, insurance case management, legal support, client operations, or high-responsibility executive assistance.
- Experience with complex estate planning or tax planning is not required; training is provided.
- Ability to handle routine client calls and attend selected meetings may develop over time.