Practice Manager

We are a true comprehensive fee-based financial planning practice located in Paramus NJ. Our clientele consists mainly of business owners executives and retirees. We have grown significantly and are now a harmonious team of 12 supporting about 350 active client family relationships with high level of planning fees assets under management insurance and 401k business we collectively manage. We believe in the planning process and have a significant presence helping clients make the transition from late-stage accumulation to early distribution when they retire as well as helping families sustain wealth over multiple generations. We are fast-paced and fun and we sincerely enjoy one anothers company. We have quite a bit of tenure within our team and we all take pride in providing our clients with an extraordinarily high level of service they deserve and have come to expect from us.

The Practice Coordinator role has many responsibilities across our entire business. You will oversee the firms operational infrastructure technology stack client reporting systems and help ensure consistent client experience that seeks to exceed expectations. You will constantly seek ways to improve team efficiency by managing day-to-day business operations streamlining workflows and ensuring the consistent delivery of exceptional this role you will support the team our clients when necessary and continued growth by ensuring smooth day-to-day operations across all business functions.

We continuously embrace leading-edge strategies to enrich our clients lives so you will be thoughtful and creative in continuing that effort. You will serve as the liaison between our Wealth by Design team directing the flow of incoming requests and making certain they are completed accurately and on a timely basis. As someone who brings strategic thinking pays attention to detail follows up and follows through you will collaborate with leadership to identify improvements and be supported to implement new processes. You understand the importance of accountability clear communication and making informed decisions.

You will be deeply involved in building training and coaching the team as we grow and we are looking for someone who leads with humility reliability and a strong sense of ownership. One of the key elements you provide is the ability to track all that falls on your plate as well as the rest of our team to ensure that nothing slips through the cracks the details! You know how to get it done! This is the person that will thrive with us and feel empowered to express their natural qualities. This role offers meaningful leadership responsibility growth potential and the chance to make a lasting impact.

General Responsibilities:

• Ensure an exceptional and consistent experience for both clients and team members
• Manage daily tasks in order of priority and allocate based on capacity of each team member
• Facilitate communication accountability and efficiency between clients advisors and the service team
  • Run our weekly team meetings designed to keep our clients in motion progressing along with everyone staying informed and lead our monthly meetings where we work on our business not in it
    • Oversee client communication meeting prep post-meeting action items financial planning data input portfolio trading/rebalancing money movement and account paperwork processes
      • Track and oversee all activity that relates to client acquisition process
        • Handle all client service team employee issues including hiring training coaching clarifying roles and expectations 1:1 meetings performance reviews salary and bonus recommendations performance improvement plans and terminations
    • Proactively communicate with leadership team providing updates and addressing concerns
      • Manage and own our CRM (Redtail) including accuracy usage reporting and continued development of templates workflows and any other automation to gain efficiencies
  • Oversee the firms technology stack ensuring seamless integration and optimal utilization of all systems
  • Continuously monitor technology for our industry to determine if there are opportunities to layer on and improve our systems or potentially to shift to new technologies entirely
  • Manage planning of periodic client events and meaningful client gift strategy
    • Provide backup client service as necessary take responsibility for any escalated issues
  • Head up special projects and additional responsibilities from time to time as needed
  • This is a dynamic role that will continue to evolve with significant opportunity for future growth

Qualifications:

• • Bachelors degree highly preferred or equivalent work experience
  • Minimum 5 years of progressive client service and operations experience in wealth management or financial planning required
  • Knowledge of industry-specific software required; familiarity with Redtail highly preferred
  • Experience with National Financial Services Albridge Osaic Broker Dealer Systems and Annuity and Direct Mutual Fund Online Services is a plus
  • Tech-savvy and highly proficient in Microsoft Office suite (Excel Word and PowerPoint); strong ability to learn and apply new software systems quickly
  • Ability to streamline and implement new processes and team members roles to enhance efficiency effectiveness and accuracy while at the same time support rapidly shifting business demands
  • Accomplished communicator able to express concerns and frustrations in a constructive manner have tough conversations and provide direct feedback in a respectful manner especially when its hard to give
  • Proven leadership skills; successful at training delegating and holding others accountable in a positive and motivating manner
  • Team player who is humble hungry and smart; willing to fill in for others duties when needed not afraid or ashamed to grab the broom and sweep the floor so to speak
  • Respectful loyal excellent listener honest and inspires trust in others
  • Organized disciplined and regimented with time management to prioritize many projects simultaneously
  • Must be willing and able to complete a background and credit screening as an employee of a FINRA-regulated advisor; final job offer is dependent on successful completion and approval by the broker/dealer firm
    • SIE Series 7 and Series 66 licenses are nice to have not necessary
  • Our team primarily works on a hybrid in-office and from-home basis tailored to the role. This role will require in-office (Paramus NJ) support a couple days per week with flexibility to work from home.

Required Experience:

Manager