Operations & Client Services Administrator

Position Summary: Wolff Wealth Advisors is seeking a Full-Time Operations & Client Services Administrator to support our advisors and enhance operational excellence. This role is ideal for a detail-oriented, process-driven professional who enjoys mastering workflows and providing exceptional client support in a wealth management environment. While this position is part-time, the individual in this role will be fully trained and competent in all areas of administrative responsibility and, over time, will specialize in key functional areas (e.g., specific custodial paperwork, insurance application processing, policy services) to complement and coordinate with the other assistant. The role blends operational tasks, client service, data management, and communications with a focus on quality, timeliness, and accuracy.

Key Responsibilities: Application Processing & Product Support Become the expert on investment and insurance application processing once client/advisor information is received. Prepare and submit application paperwork across investment custodians (e.g., Schwab, Pershing) and insurance carriers after training. Serve as a key internal resource on "how it's done," reducing errors (NIGO) and ensuring submissions meet custodial/carrier requirements. Policy & Client Maintenance Services Support ongoing policy services such as beneficiary changes, loan eliminations, policy surrenders, and other servicing requests. Ensure all updates are completed accurately and in a timely manner. Deliver outstanding client service with minimal escalations. Client Communications & Documentation Transcribe dictation and prepare polished summary and correspondence letters with required disclosures. Distribute client deliverables (e.g., birthday letters, Form CRS/ADV-2B) in accordance with established timelines. Ensure that gifts and mail correspondence are tracked according to guidelines set forth by Compliance Client Data & Tracking Manage and update client records in the CRM and ensure data consistency. Enter new clients and related contacts into tracking systems and Constant Contact in alignment with internal processes. Ensure timely entry of new insurance policies, retirement plan documents, and other key records. Social Media & Marketing Support (beginning April) Follow pre-established content calendar, submit post to compliance, and use software to post appropriately once approved. Performance Expectations This role includes clear performance metrics and goals in areas such as: Applications & Accuracy Serve as the authoritative resource on application documentation, with improvements in completion accuracy and independence over time. Policy Services Maintain a high quality of execution with no client complaints escalated beyond the team. Communications Timely transcription and distribution of letters and client communications. Client Tracking Accurate data entry, tracking updates, and adherence to process standards. Social Media Consistent execution of scheduled platform posts Qualifications Experience in financial services, insurance, or professional office operations preferred. Strong organizational skills and ability to manage multiple responsibilities. Comfortable working with digital systems and CRMs. Excellent written and verbal communication skills. Ability to learn and apply detailed processes independently. Proficiency in Microsoft Office with a willingness to learn firm tools and workflows. Compensation & Incentives PTO Up to $7500 medical reimbursement Upon hitting eligibility for 401(k) would receive - match up to 4% for 5% contribution, and 6% profit sharing