Part-Time Client & Operations Transition Specialist - Timeless Private Wealth

Kestra Financial Independent Advisor•Wilmington, NC

2h•Onsite

About The Position

The Client & Operations Transition Specialist plays a critical role during the firm’s transition from broker-dealer affiliation to independent private practice. This position serves as the operational backbone of the firm during a high-volume, deadline-driven transition period. The primary responsibility of this role is to ensure a smooth, compliant, and well-documented client migration process while maintaining an exceptional client experience. This includes managing account transfers, repapering, CRM data migration, workflow tracking, and supporting the Founder in stabilizing daily operations. This is a hands-on execution role requiring precision, discretion, and the ability to operate independently in a fast-paced transition environment.

Requirements

Associate degree required
Minimum 5 years relevant experience
Experience handling custodial forms and account paperwork
Strong CRM and Microsoft Office proficiency
Exceptional attention to detail and organizational skills
High level of discretion and professionalism

Nice To Haves

Bachelor’s degree
Financial services experience preferred
Experience in private wealth management or RIA environment
Familiarity with ACAT transfers
Experience with performance reporting systems
Working knowledge of financial planning concepts

Responsibilities

Track and manage transitioning client accounts using a centralized transition dashboard
Prepare and process new account paperwork and advisory agreements
Coordinate ACAT transfers, distributions, and custodial onboarding
Monitor and resolve NIGO items
Follow up with custodians, partners, and clients to ensure timely processing
Assist in migrating and auditing client data into the CRM
Reconcile transferred account information for accuracy
Maintain secure archiving of legacy documentation
Ensure paperwork meets custodian and RIA compliance standards
Confirm required disclosures and signatures are complete prior to submission
Maintain organized digital and physical client files
Support Founder with compliance-related administrative requirements
Manage scheduling and meeting logistics
Prepare meeting materials and reports
Track follow-up tasks and ensure timely completion
Identify workflow gaps and recommend improvements
Operate independently when Founder is unavailable
Serve as a professional and reassuring point of contact during transition
Respond to routine service requests and escalate complex matters appropriately
Provide timely updates regarding account transfer status
Maintain detailed client profiles to support high-touch communication