High growth RIA/Family Office is adding a Director of Operations/ Client Services to the team !!
Manage the daily service tasks which include account opening, maintenance, as well as investment and transition paperwork. Tasks are managed through a workflow system by leveraging team distribution emails and direct actionable requests from tasks entered by team members into Practifi/CRM.
• Ensure there are proper resources for the team - this includes personnel, training, employee management, employee reviews, technology needs and workflow processes.
• Properly document policies and procedures related to the functions of this team
• Ensure procedures are being followed and work closely with the CCO when it relates to testing of procedures and proper controls.
• Work closely with Managing Partners and Team Leads to ensure proper segregation of duties between the MPs, Team leads and relationship members with an overall goal of seamless client experience.
• Additionally, the Head of Family Office Service will work closely with the Managing Director of Operations to ensure seamless integration between the operations of the team and overall firm operations. Operations will span across workflow design, technology, control environment, compliance and integration with other Teams.
• Meet with family office team members either as a group or individually on a weekly basis to ensure that all issues are being resolved timely and dashboards are updated with the necessary information.
• In charge of all IT system training related to the Family Office team
• Responsible for meeting with the managing partner in charge of each FO client on a weekly/bi-weekly basis to review open issues, dashboard and other concerns of the MP.
Family Office Service Oversight:
• Assist the Family Office Team with client meeting materials and storage of client materials & documentation on company network and/or document management software.
• Review and provide support to the team for all client related memo's (weekly, semi-monthly, monthly and quarterly).
• Ensure CRM data is up to date.
• Assist in completing firm and custodian paperwork, and subscription documents as needed.
• Manage RMD process and payments.
• Ensure process for client tax payments and the tax document is sound and followed
• Ensure process for capital calls, redemptions, and tracking of distributions is sound and followed.
• Ensure process for charitable gifting is sound and followed.
• Review, manage and develop proper reporting related to the client money movements.
• Assist and work closely with the Finance team to ensure a seamless client experience related to the bill pay program. Develop proper vendor invoice review procedures and ensure expenses are coded to correct bill pay entities.
• Various financial project management around construction projects being undertaken by clients. Ensure capital improvements are being recorded correctly and vendor payments are made within the agreed upon budget.
• Perform project work as necessary for firm-wide and team initiatives.