Operations Specialist

Jambalaya Group Recruiting•Calabasas, CA

25d•Onsite

About The Position

Spach and Associates, a private wealth advisory practice of Ameriprise Financial Services, LLC, is seeking a highly organized, detail-oriented, and proactive Operations Specialist. This role supports the advisory team, enhances client service delivery, and drives operational and marketing execution. The Operations Specialist plays a central role in coordinating client service, business operations, and marketing initiatives, ensuring internal processes run efficiently. This individual acts as a key connector between advisors, clients, and operational systems to ensure a seamless and elevated client experience.

Requirements

2+ years of experience in a financial services, wealth management, or professional services operations role (preferred)
Experience with CRM systems (Salesforce or similar preferred)
Strong organizational and project management skills
High attention to detail with a commitment to accuracy and follow-through
Strong written and verbal communication skills
Ability to manage multiple priorities in a fast-paced, client-focused environment
Familiarity with financial services compliance standards (preferred)

Nice To Haves

College degree preferred but not required

Responsibilities

Implement and maintain standardized client service processes.
Monitor execution of the firm’s Client Service Model.
Own and manage prospect and new client onboarding workflows.
Coordinate and execute client service touchpoint plans and Model Week activities.
Assist clients with digital platform enrollment and ongoing account servicing support.
Respond to client inquiries and route requests appropriately.
Manage incoming prospect calls and coordinate appointment scheduling or advisor referrals.
Partner with home office to resolve escalated service issues or account errors.
Support daily business operations and workflow execution.
Maintain and optimize the CRM system, ensuring data accuracy, reporting integrity, and effective utilization.
Support advisors and case managers with client service coordination and administrative execution.
Serve as system expert for internal tools and operational platforms.
Oversee office operations and space management, including maintaining a professional, client-ready office environment, ensuring workstations are organized, functional, and compliant, supporting brand consistency, and tracking office equipment, maintenance logs, and replacement cycles.
Manage internal phone systems, voicemail standards, and call routing protocols.
Monitor compliance updates and communicate changes to the team.
Track continuing education requirements and ensure completion across team members.
Track advisor state licensing requirements, ensuring advisors are properly registered and licensed, and tracking revenue generated from clients who relocate to another state.
Develop and execute a 12-month marketing strategy aligned with practice goals.
Maintain a structured marketing calendar including seminars, events, client touchpoints, digital campaigns, and networking activities.
Coordinate and execute client events, seminars, appreciation events, and community initiatives, including logistics, vendor coordination, guest management, and materials.
Manage client appreciation programs, including milestone recognition and seasonal gifting.
Oversee marketing communications and ensure accurate, timely distribution via automated systems.
Maintain and update the firm website, ensuring content remains current and aligned with branding standards.
Ensure all marketing and event activities comply with regulatory and firm compliance requirements.
Support Centers of Influence (COI) strategy, including coordination of advisor networking with CPAs, attorneys, and other professionals.
Track referrals and support the development of a structured recognition and referral tracking system.