Operations Specialist

Job Summary

We are seeking an Operations Specialist to support day-to-day operational and financial document processing activities in a fast-paced environment. This role will be responsible for managing workflow requests, processing and maintaining financial documentation, coordinating with internal and external business partners, and ensuring requests are completed accurately and within required deadlines.

The ideal candidate will have strong communication, organizational, analytical, and problem-solving skills. Experience in financial services, banking, investments, or financial operations is highly preferred.

Key Responsibilities

• Manage and execute daily operational processes and requests.
• Process and organize financial documents and transfer paperwork accurately and efficiently.
• Create, update, route, and close cases using Salesforce case management.
• Manage queues, prioritize requests, document case notes, and ensure SLA deadlines are met.
• Sort, review, categorize, and process incoming mail and financial documentation.
• Perform data entry and update records across internal systems and databases.
• Handle sensitive and confidential financial documents.
• Stamp financial transfer documents and coordinate required documentation.
• Fax and email documents to contra firms and other business partners.
• Communicate regularly with home-office teams, branch offices, financial institutions, and external partners to obtain signatures, resolve issues, and coordinate transfers.
• Track transfer requests and overnight paperwork while ensuring processing deadlines are met.
• Identify operational issues and proactively develop solutions.
• Support process improvements and recommend ways to improve efficiency.
• Prepare operational information and reports for management as needed.
• Follow company procedures, policies, compliance requirements, and applicable industry regulations.

Required Skills

• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong analytical and problem-solving abilities.
• Ability to work independently and take a proactive approach to resolving issues.
• Strong attention to detail and accuracy.
• Professional ability to work with internal and external business partners.
• Experience with Microsoft Outlook, Excel, and Word.
• Experience navigating CRM systems, databases, and workflow tools.

Preferred Experience

• Financial services / banking / investment operations
• Financial document processing
• Transfer processing
• Records management
• Salesforce or similar CRM/case-management systems
• High-volume operational processing
• Working with financial institutions, branches, or business partners

Education

• High School Diploma required
• Bachelor's degree or higher preferred

Ideal Candidate

The strongest candidates will have financial-services operations experience, strong communication skills, experience with document/transfer processing, and preferably Salesforce case management experience. They should be comfortable working with high volumes of paperwork and requests while maintaining accuracy, meeting deadlines, and resolving issues proactively.