Financial Planning Operations Manager

About Us

We are a boutique, fee-only financial planning firm based in New York City, focused on serving and positively impacting the lives of Gen X and millennial entrepreneurs, business owners, and professionals. The firms principals are each Investopedia 100 Top Financial Advisors with core values of lifelong learning, fairness, integrity, and excellence. The firm is looking to mentor, support, and guide the ideal candidate for long-term career success and fulfillment. As we continue to grow intentionally, were seeking a key team member who can help us build a scalable, sustainable, and future-ready firm, with a clear path to ownership for the right individual.

Role Overview

The Operations Manager will wear multiple hats, ensuring the firm operates smoothly on a day-to-day basis while contributing to high-level strategic planning and decision-making. This is an ideal role for a self-motivated professional who thrives in a small-team environment, enjoys both the tactical and strategic sides of the business, and is excited about shaping the future of a growing advisory firm.

Key Responsibilities

Billing & Bookkeeping

• Manage client invoicing and payment tracking (custodian and advisory fee billing)
• Oversee firm accounting, including expense management and reconciliation using QuickBooks.

Compliance

• Maintain compliance calendar and ensure all deadlines are met (e.g., ADV updates, state/SEC filings, etc.).

• Keep documentation and internal procedures audit-ready.
  

• Monitor evolving regulatory requirements and adjust processes accordingly.

KPI Tracking & Strategic Input

• Define and track firm-level KPIs (client metrics, financial metrics, operational benchmarks).
  

• Analyze performance data and provide recommendations to improve firm efficiency and profitability.
  

• Contribute to strategic planning and firm-level decisions with the team.
  

• Support new initiatives to enhance client experience, streamline operations, or improve team collaboration.

Tech Stack Management

• Ensure integrations work smoothly and data is clean and secure.
• Troubleshoot tech issues and onboard new tools when needed.
• Own and optimize the firm's core software systems: CRM, financial planning, document storage, billing platforms, and custodian portals.

Custodian Communication

• Submit paperwork, troubleshoot account issues, and monitor transfers, rollovers, and distributions.

• Coordinate with Schwab for billing, reporting, and platform updates.

• Stay up to date on Schwab processes and ensure efficient implementation of changes.

• Serve as the firm's point of contact for Schwab.

Strategic & Operational Leadership

• Assist in managing key projects and supporting client experience initiatives.

• Act as a thought partner to partners on firm strategy, systems, and growth.

What Were Looking For

• Familiarity with tools like eMoney, Schwab, Holistiplan, Orion, and QuickBooks.

• Strong attention to detail and ability to manage projects independently.

• Excellent written and verbal communication skills.

• A proactive, problem-solving mindset with a team-first attitude.
• Passion for financial planning and the impact it can make in peoples lives.
• 7-10+ years of relevant experience (operations, compliance, or finance/admin in a professional services firm; RIA experience strongly preferred)

Why Join Us?

• Enjoy flexibility, autonomy, and a supportive team culture.
• Path to Ownership: This role is designed with long-term leadership in mind. For the right candidate, there is a clear and intentional path to equity in the firm.
• Work closely with the lead advisors and partners on strategic planning.
• Make a meaningful impact at a firm where your voice matters. 

Salary and benefits

• Base salary (commensurate with experience)

• Discretionary Bonus

• Health Insurance Stipend