Financial Services Operations Coordinator

Take ownership of the details that keep important client work moving.

We’re looking for a proactive, highly organized professional to work directly with the principal of a small practice providing strategic CFO and family office services.

You’ll coordinate documents, signatures, deadlines, and follow-ups across banks, attorneys, accountants, insurers, and clients. Your responsibility is to take agreed next steps, keep everyone moving, and confirm that the work gets completed.

This role suits someone who notices what’s missing, communicates confidently, and gets satisfaction from bringing order to complex work.

What You’ll Own

• Move work forward: Turn meetings and instructions into clear actions, owners, and deadlines. Track progress across multiple client matters.
• Manage documents: Collect and check paperwork, prepare submission packets, upload documents to portals, and coordinate signatures.
• Drive follow-ups: Contact clients and outside professionals, obtain missing information, and keep outstanding requests moving.
• Coordinate sensitive processes: Support banking requests, client identity verification requirements (KYC), trust-related paperwork, company formations, and insurance administration.
• Stay ahead of obstacles: Spot missing prerequisites, conflicting updates, and approaching deadlines. Bring issues forward with a recommended next step.
• Keep the principal informed: Maintain clear status updates and follow up on decisions, documents, and approvals needed from the principal.
• Confirm completion: Check that submissions were received and accepted, and that outstanding items were resolved.

What You’ll Bring

• Excellent professional English: You write clear, tactful emails and speak confidently with clients and professional advisers.
• Demonstrated initiative: You can describe situations where you anticipated a need, started a follow-up, or resolved an obstacle without being prompted.
• Ownership from start to finish: You’ve independently managed work involving multiple steps, people, and deadlines.
• Accuracy and sound judgment: You check your work, handle confidential information carefully, and recognize when a decision needs escalation.
• Curiosity and adaptability: You’re comfortable learning unfamiliar terminology, using digital tools, and understanding how different parts of a process connect.

Relevant experience may include financial-services administration, wealth-management client service, insurance case management, legal support, client operations, or executive assistance with substantial responsibility for ongoing workflows.

What You’ll Learn

You’ll receive training in the practice’s specialized work, terminology, processes, and client context. Prior expertise in complex estate planning or tax planning is not required.

As you build understanding and demonstrate readiness, your responsibilities may expand to handling routine client calls and attending selected meetings on the principal’s behalf.

The principal and professional advisers retain responsibility for financial analysis, strategy, technical advice, and substantive approvals.

How to Apply

Submit your résumé and a brief example of a process or client matter you personally managed from initial request through completion. Tell us what you owned, what became difficult, and what you did to keep it moving.