Administrative Operations Associate Jobs in California

Job Summary:

The Service Operations Associate I is a critical operational role within the Client Service department, responsible for executing the administrative and transactional functions that support the firm's service delivery. This centralized team works from a shared queue to ensure timely and accurate processing of client requests, including paperwork, money movement, account maintenance, and custodial interactions.

This role is designed to complement the Relationship Manager (RM) function by handling the behind-the-scenes execution that enables a seamless client experience. While not client-facing, the Service Operations Associate I plays a vital role in maintaining operational excellence, regulatory compliance, and service consistency.

This position offers a clear career path to Service Operations Associate II and III, with increasing levels of complexity, ownership, and leadership within the operations function.

Essential Job Functions for this role include:

Operational Execution

• Process client paperwork, forms, and documentation with accuracy and efficiency.
• Execute money movement requests, including wires, ACH transfers, and journal entries, in accordance with firm and custodial policies.
• Monitor and manage service requests in a centralized queue, ensuring timely resolution and escalation when needed.
• Maintain detailed records of all transactions and communications in the CRM and custodial platforms.

Custodial & Platform Coordination

• Serve as a liaison with custodians and third-party platforms to resolve operational issues and facilitate transactions.
• Stay current on custodial procedures, platform updates, and regulatory requirements.
• Ensure all operational activities meet compliance standards and internal controls.

Team Collaboration & Support

• Partner with Relationship Managers and Wealth Advisors to support client service delivery through accurate execution.
• Collaborate with internal departments (e.g., compliance, financial planning, investment operations) to ensure alignment and efficiency.
• Participate in team meetings and contribute to process improvement initiatives.
• Other duties as assigned.

Quality Assurance & Continuous Improvement

• Identify and report operational inefficiencies or recurring issues.
• Assist in documenting and refining standard operating procedures (SOPs).
• Support training and onboarding of new team members as needed.

Career Path & Growth:

• Service Operations Associate II: Increased ownership of complex transactions, custodial relationships, and process improvement initiatives.
• Service Operations Associate III: Leadership within the operations team, mentoring junior associates, and driving strategic operational enhancements.

Knowledge, Skills, & Abilities:

Education:

• High School diploma with a Bachelor's degree highly preferred

Experience:

• Two to Four years of job related experience
• Financial services industry required
• Prior experience working in an office environment with a customer service focus helpful

Certifications:

• Notary designation a plus

Job Skills:

• Ability to prioritize in a fast-paced environment while maintaining client focus and demonstrating attention to detail
• Enjoy collaborating and building positive relationships internally with co-workers and externally with clients and business vendors
• Excellent verbal and written communications skills a must
• Strong MS Word, Excel, and Outlook skills required; prior use of CRM system (Salesforce) a plus
• Strong desire for continuous self-learning and professional growth

Work Schedule:

This professional role requires availability during standard business hours of Monday through Friday from 8AM to 5PM. At times, the role may have early or late hours to meet business tasks and deadlines for external and internal client needs.

All roles classified as a non-exempt are required to record working time into the timekeeping system daily at the start and end of each workday plus a 30-minute unpaid lunch period.

Working Conditions:

This position may be in a professional office environment or a dedicated home office workspace which is free of interruptions. Whether position is in a dedicated office space or home office workspace, basic technology needs will be provided to satisfy position requirements. Routinely sitting and standing for periods of time.