Sr Operations Associate at Wealth Enhancement Group in Plymouth, MN

Job description

• Our Plymouth, MN office has an exciting opportunity for a Senior Operations & Advisor Team Office Services Associate! The Senior Operations Associate supports mailroom and office services, document and records management, new-business processing, and administrative services for the Operations department and remote advisor teams. This position serves as a subject matter resource for assigned processes, resolves routine operational issues, maintains complete and accurate records, and identifies opportunities to improve efficiency, quality, and service delivery.
• This role is an On-site position.
• In the spirit of pay transparency, we are excited to share the hourly rate for this position is $26.00 to $29.00 per hour, depending on experience.

Responsibilities

• Collaborate with Operations, advisor teams, and other internal departments to deliver timely, accurate, and confidential operational support.
• Perform assigned responsibilities in accordance with established procedures, service expectations, record-retention requirements, and applicable regulatory guidelines.
• Mailroom and Office Services
• Administer interoffice mail and employee mailboxes.
• Receive, open, sort, and distribute incoming mail.
• Prepare, meter, and coordinate outgoing mail and shipments.
• Operate mail meters and UPS shipping support tools.
• Generate, merge, and mail client welcome letters.
• Document and Records Management
• Scan and index documents in Laserfiche.
• Perform quality reviews to confirm that documents are legible, properly indexed, and assigned accurate metadata.
• Generate cover pages and submit documents to the broker-dealer for imaging.
• Log, archive, retrieve, and maintain records stored in the Wealth Enhancement records room.
• Fulfill document-retrieval requests from branch offices and support audit-related requests.
• Support the import of documents from the CRM into the document-management system.
• New Business and Transaction Support
• Process incoming new-business documentation for applicable vendors and custodians.
• Maintain the incoming-check receipt log in accordance with established procedures.
• Identify incomplete, inaccurate, or incorrectly routed items and coordinate resolution with the appropriate team.
• Operational Support and Process Ownership
• Provide data-entry, project, and administrative support to the Operations department as assigned.
• Troubleshoot routine processing issues and escalate exceptions appropriately.
• Serve as a process resource for assigned responsibilities and provide guidance to team members.
• Assist with the training and onboarding of new team members.
• Support the maintenance of procedures and job aids for assigned processes.
• Identify and communicate opportunities to improve accuracy, efficiency, controls, and service delivery.

Requirements

• Strong attention to detail and commitment to accuracy.
• Ability to process high volumes of documents and transactions within established deadlines.
• Strong organizational, prioritization, and time-management skills.
• Ability to recognize discrepancies, resolve routine issues, and escalate exceptions appropriately.
• Ability to handle confidential client and employee information with discretion.
• Effective written and verbal communication skills and a strong internal-service orientation.
• Ability to work independently and collaboratively in a team environment.
• Ability to adapt to changing priorities, procedures, and technology.
• Proficiency with Microsoft Office applications and the ability to learn firm-specific systems and office equipment.
• High school diploma or equivalent required; associate degree or other postsecondary education preferred.
• Two or more years of experience in operations, document management, administrative services, financial services, or a related environment preferred.
• Experience processing confidential, regulated, or time-sensitive materials preferred.
• Experience with Laserfiche, CRM platforms, custodian systems, broker-dealer imaging tools, mail meters, or shipping applications is a plus.
• Experience training colleagues or serving as a process resource is preferred.
• Securities and/or insurance licenses are a plus but are not required.
• Demonstrated ability to effectively use AI tools and technologies in daily work tasks.
• Requirements include understanding how to craft effective prompts, evaluate AI-generated content for accuracy and appropriateness, and integrate AI tools to enhance productivity while maintaining quality standards.
• Comfort with learning new AI applications and understanding their appropriate use cases and limitations.
• As AI technology evolves, continued learning and adaptation to new AI tools and methodologies will be expected.

Skills

Required

• Microsoft Office applications
• Laserfiche
• CRM platforms
• Custodian systems
• Broker-dealer imaging tools
• Mail meters
• Shipping applications
• AI tools and technologies

Benefits

• Our benefits aim to balance four key elements that make life and work meaningful: health and wellness, financial well-being, professional development, and work/life harmony. You may be eligible to participate in the following benefits & development opportunities:
• Training and professional development
• Medical, dental and vision coverage (Available to full-time employees and their families)
• Health Savings Account (HSA) with employer contribution and Flexible Spending Accounts (FSA) for medical, dependent, and transit expenses
• Life and AD&D insurance – employer paid and voluntary options
• Short-term and long-term disability, workers compensation – employer paid
• 401k with match and profit sharing
• Wellness programs and resources
• Voluntary benefits, including pet insurance
• 18 days of paid time off (PTO), accrued annually (25 PTO days after 4 years of service)
• 12 paid holidays each year (10 pre-determined and 2 floating days)
• Paid parental leave and paid caregiver leave (Caregiver leave available after 6 months of tenure)
• Reimbursement for tuition, licensing, and other credentials (Available after meeting service requirements)
• WEG hires employees and makes decisions about their salary qualifications based on factors such as the role to be performed; educational and professional experience, qualifications, skills and credentials; tenure, cost-of-living and demand for the role in the applicable market. To comply with state, pay transparency laws, we must disclose the entire salary grade. The entire salary grade for those who are classified as this level is $50,700 - $71,000. However, the base salary range bolded above ($26.00 to $29.00 per hour) is what we expect to pay as a starting range for this position.