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Operations and Administrative Specialist

5 months ago

Scottsdale, United States Ashton Thomas Private Wealth Full time

**About us**

At Ashton Thomas, we care about our people. We are a Registered Investment Advisor (RIA), offering extraordinary client service in private wealth management. Our financial advisors help clients pursue the life they envision through a one-on-one relationship with an advisor committed to their needs. We believe that personal connections are everything and our success is driven by the relationships we form with our colleagues and clients. You will always feel empowered and valued at Ashton Thomas. Incredible teams doing outstanding work, we provide exceptional client service to internal and external partners. Our Financial Planning department, to include our tax team, supports financial advisors and their clients, to ensure that we are delivering a seamless wealth management experience.

We are an RIA seeking an operations specialist to join our growing team. We specialize in providing sophisticated investment management and financial planning solutions, including tax preparation and tax planning, to high net worth individuals and families.

**Position Overview**

We are looking for experienced, self-motivated, dedicated professionals to join our team and work in our fast-paced office administering the firm's tax scheduling and assist with client service. This position would also assist in helping to prepare extensions, tracking documentation, and helping onboard clients.

**Description**

This position will play a pivotal part in supporting the smooth operation of our tax service offering, ensuring efficient workflow management, and delivering outstanding client service. Your primary responsibilities will involve communicating with clients and financial advisors, coordinating projects, managing documents, and maintaining a streamlined workflow. This position presents an excellent opportunity to contribute to a dynamic and professional organization.

**Duties and Responsibilities**
- Act as the service point of contact for clients, corresponding with clients to complete paperwork, and address inquiries and issues, while providing timely, accurate information
- Efficiently coordinate the onboarding process for new clients, collecting relevant data, preparing and submitting required paperwork, obtaining signatures, and communicating timely
- Collaborate with financial advisor teams and the tax team to gather necessary client information and facilitate the tax preparation process
- Prepare and maintain client documentation and reports with a high level of accuracy
- Coordinate and schedule client meetings, including scheduling to confirm meetings and tracking meetings relative to the tax team
- Assist clients in navigating online access to their accounts and other firm-specific software
- Track outstanding client service items, proactively address outstanding issues or alerts and provide updates on pertinent items
- Complete data entry and run reports in the Client Relationship Management (CRM) system, other firm software, and spreadsheets
- Manage bulk client communication
- Seasonal overtime at certain points in the year, particularly those months leading to and including major tax deadlines

**Skills and Experience**
- 2+ years of experience in client service or operations role
- Experience within financial services, especially in an operations or client service role, is ideal but not required
- Experience providing administrative and business administration support, preferred
- Able to self-manage, prioritize and manage time effectively, while following established processes and procedures
- High attention to detail, accuracy, and consistency to ensure precision in financial reports, account statements, and other client-related documents
- Strong verbal and written communication skills to interact effectively with clients
- Team player with the ability to communicate effectively and collaborate with others
- Strong computer skills and ability to work within the Microsoft 365 suite of products
- Prior experience with tax operations, or experience working in a tax department at a CPA Firm, a plus

Pay: $55,000.00 - $70,000.00 per year

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Vision insurance

Schedule:

- Monday to Friday

**Experience**:

- Microsoft Excel: 2 years (preferred)
- Administrative: 2 years (preferred)

Ability to Relocate:

- Scottsdale, AZ 85260: Relocate before starting work (required)

Work Location: In person