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Service Coordinator

2 months ago

Bozeman, United States XYPN Full time
Description

Company Overview

XYPN is the only turnkey advice and planning platform that makes it possible for fee-for-service financial advisors to build the independent firm of their dreams with complete autonomy. We do this through ongoing advocacy and access to education and training, curated technology, compliance support, community, and back-office and client support services.

XYPN was nationally recognized as one of The 346 Best Places to Work in 2019 by Inc. magazine. In addition, we have earned accolades from 2018-2022 as one of the Fastest-Growing Private Companies in Montana and in the US by Inc. magazine. This is an opportunity to join a rapidly growing company that is reshaping the financial services industry for the better.

About the XYPN Ops Program:

Do you thrive on helping others reach their full potential, like being the Robin to someone's Batman? Our members are busy entrepreneurs looking to scale their businesses. Our Ops program has been designed to meet the needs of our members and their growing business.

Our Ops service provides a range of services including social media and website management, research assistance, editing and formatting support, data handling, systems administration, email, calendar, and travel oversight, and client support including meeting, task management, and document management support.

Our focus is helping our members identify what is holding them back from living their great lives and scaling their businesses. This team member will be a crucial part of making lives better. Additionally, this service line will focus on training and giving career paths to individuals in marginalized communities such as military and their spouses, retirees, career-changes, and stay-at-home parents.

This is a new team here at XYPN and you will have an opportunity to serve members and help improve this budding service line.

Thinkers, Tinkers, and Innovators are welcome

About the Position:

As a Service Coordinator on the XYPN Ops team, you will be the primary and ongoing point of contact for our amazing members. Through a recurring meeting cadence, you will develop meaningful relationships with other financial planners that allow you to more deeply understand their needs as their businesses grow and evolve. You will assist in translating their needs into Virtual Associate (VA) tasks through our task management system. You will also support teammates on the VA side with questions that they have and trainings that they need to execute the tasks required.

You will also work to identify the pain points of our financial planners' businesses and make recommendations for improved operations and new uses for the VAs that support them. You will coach financial planners through their entrepreneurial journey and help them to use this service line to advance their goals and streamline their fee-only financial planning firm.

The ideal candidate will be passionate about helping businesses advance and relationship development through thoughtful, meticulous, and exceptional customer service. We aim to provide a level of support that is personalized to each individual advisor, so we are looking for someone who is comfortable engaging with people of all personality types and communication styles. The ideal candidate will be a self-starter who is excited at the opportunity to use their creative problem-solving skills to help XYPN members live their great lives

What You'll Be Doing:
  • Be the go-to point of contact for XYPN members engaged with XYPN Ops
  • Facilitate weekly or biweekly meetings with around 12 members to gather information about upcoming tasks, plan for additional needs, establish long term projects, collect work product feedback, check in on service quality and identify opportunities for XYPN Ops to offer additional support for the advisor to maximize value
  • Coach financial planners in their entrepreneurial journey including helping them implement best practices, act as a problem solving partner, and utilize the Ops services in valuable ways
  • Translate tasks into our task management system, and proactively initiate follow-up as needed with the appropriate team members
  • Provide business consulting like services as you see opportunities for them to utilize the VA service line and improve on process
  • Conduct Quality Control checks of the tasks performed by the Virtual Associates for your members
  • Support your teammates in their efforts to execute the tasks including answering questions, creating training materials, and providing support and encouragement.
  • Make recommendations around operations, marketing, and overall business practices.
Measurables:
  • Efficiency Goal: Billable hours/week at 30 hours per week
  • Percent of hours used per advisor: 90%
  • # of client hours managed per week
  • # of tasks written up in a clear enough form to allow VAs to execute
The Deets:
  • Start Date: Immediately
  • Status: Full-time (40-45 hours/week), flexible schedule
  • Location: Bozeman, MT or remote
  • Overtime Status: Non-Exempt (i.e. overtime eligible)
  • Team: XYPN Ops
  • Direct Reports: None
  • Department: XYPN Ops
  • Reports to: Client Service Manager
  • Travel: Up to 10% travel (e.g., 2-3 weeks /year) required for team retreats and other company events
What You'll Bring to the Table: (If you think, "I only meet 80% of these qualifications", still apply)
  • 2+ years of experience in the financial services or personal finance industry. Bonus points if you were working at a fee-only RIA
  • Bachelor's degree in finance, business, economics, or management, or equivalent professional experience (4+ years)
  • You seamlessly juggle multiple projects and can fully own your jurisdiction without much guidance
  • You jump for joy at the opportunity to teach best practices for systems and technology
  • You thrive helping entrepreneurs improve their world and finding opportunities in small and big ways; deep down you love to coach others towards their best lives
  • You rock at the game of telephone and are patient with those who are not
  • You're all ears as an active listener and communicator. Everyone you interact with feels heard and understood
  • Superpowers in communicating with positivity and precision, whether it be verbally or through writing you understand how to convey what someone needs to those who can provide it
  • You are not afraid of learning new technologies, in fact you find joy tech challenges
  • Next level tech support - you are THE go to person for your friends and family
  • You know how to quickly shift priorities and are willing to adapt quickly to put out fires when it comes to our customers and our teammates' needs
  • Impressive multitasking, information management, and organizational skills-no one would ever call you a one-trick pony
  • You're a pro at self-managing. You thrive working independently for extended periods of time while also being a superstar teammate when it comes time to collaborate and get sht done
  • Experience going "above and beyond" and thinking one step ahead in order to thrill members both in small but mighty ways
  • Authorized to live and work in the US
What would make us drool:
  • Experience being client facing
  • Experience supporting small businesses with marketing and operations efforts.
  • Work in administrative support, front desk, or back-office positions
  • Experience creating workflows or processes
  • Experience with managing projects
Parents, military veterans and their spouses, recent graduates, retirees, career changers, and those interested in entering or re-entering the workforce are encouraged to apply We welcome applications from individuals who may have had nontraditional career paths, or who may have taken time off for various reasons (e.g. children, caring for disabled or elderly family), or who have achieved excellence in careers outside of the financial sector.

Compensation & Benefits:
  • Salary: $67,758/annually
  • All team members at XYPN are owners We offer a 100%- employer-funded Employee Stock Ownership Plan (ESOP).
  • 9 paid holidays.
  • 401(k) with match; you put in 6%, and we put in 4.5%.
  • 12 weeks paid parental leave for the birth or adoption of a child.
  • Health insurance w/ employer contribution.
  • Dental, Vision, Voluntary Life and AD&D, and Accident insurance options.
  • Pet insurance availability
  • Health Savings & Flex Spending (Health, Limited & Dependent Care) Accounts available
  • Employer-paid Life and AD&D insurance.
  • Employer-paid Long Term Disability coverage.
  • Up to $150/month to cover the cost of working with a financial planner, plus up to $500 toward the upfront fee.
  • $2000/year (prorated by start date) to put towards professional development
  • $250/quarter to spend on yourself specific to our core value of "Be Well Being You."
  • $500 donated to a non-profit organization of your choice when you volunteer 40 hours within the calendar year.
  • A sabbatical program that includes a cash bonus and extra time off at 5, 10, and 15 years.
  • Subsidized employer-sponsored childcare through our internal child care program. (Subject to availability)
  • Various Gym discounts
  • Company-owned laptop computer provided (Apple Products).

XYPN believes that our team members, and the individual identities and experiences of our team members, are our key differentiators. We won't settle for mere acceptance of each other's differences because we maintain that our team is better because of our differences, not in spite of them. As such, our culture celebrates, champions, supports, protects, and thrives on our various and collective identity categories. XYPN is beyond proud to be an equal opportunity employer.