Client Operations

Do you create scary detailed to-do lists and love crushing tasks ahead of schedule? Are you obnoxiously curious who isn’t afraid to ask questions and will run through walls to seek out answers? Does juggling multiple dynamic projects while learning multiple languages like tax-ese, legal-ese, and investment-ese sound like a great time? Do you love working in a high-energy team environment for a small organization where everyone’s contribution and opinion actually matters?

If so, our Client Operations Coordinator role may be for you.

COMPANY

Mosaic serves Texas-based entrepreneurial families.

Mosaic was built on a unique business model – to provide unbiased, comprehensive advice in exchange for a fixed quarterly fee.

We don’t manage money for a fee, sell insurance products, draft legal documents, or prepare tax returns.

By completely aligning our financial incentives with our client’s interests, we can neutralize professional egos, eliminate conflicts of interest, and remain agnostic as to the makeup of our client’s outside advisory team.

As a result, we don’t compete with other advisors, we complement them.

Mosaic is far from stuffy – we work hard to cultivate a culture full of laughs, respect, and humility. Company outings, regular educational and team-building opportunities, and a pantry full of snacks are small examples of the tight-knit team we have.

LOCATION

We believe the serendipity that comes from the entire team occupying the same physical space can’t be replicated online and as such, we collaborate in the office every day. While remote or hybrid positions aren’t offered, flexibility is available as needed.

OPPORTUNITY

The Client Operations Department serves as “Air Traffic Control” between internal Mosaic teams, external professional advisors, and the families we serve.

Each Client Operations team consists of a Client Operations Analyst and 1 – 2 Client Operations Coordinators collaborating to design, implement, and maintain the complex tax, legal, financial, and business structures entrepreneurial families depend on to grow, protect, and transfer their success.

Primary responsibilities include:

• Regular and proactive verbal, written, and in-person communication with clients and professional advisors.
• Audit and maintain all client databases and project management systems.
• Manage income tax return information gathering process.
• Establish new accounts, execute regular money movements, and prepare trade tickets, and subscription agreements as needed.
• Responsible for the oversight and completion of client objectives, providing regular updates to colleagues, professional advisors, and client families, and escalating issues as needed.
• Daily maintenance and weekly review of the project management system, adhering to deadlines and regular progress updates to completion.
• Coordinate the income tax information gathering, filing, and payment process to ensure timeliness and accuracy relating to personal and business filings.
• Ensure the coordination and accuracy of financial transactions, including distributions, wire transfers, account funding, and financing needs.
• Proactively identify opportunities for process improvement and contribute to developing best practices within the department and organization.

CANDIDATE

Being smart, hardworking, and honest are the minimum barriers to entry. To thrive at Mosaic, the individuals we are seeking must possess intangible qualities such as:

• Organized, task-oriented person who can successfully prioritize multiple projects
• Attention to detail with an eye for spotting incorrect information
• Service-oriented with a passion for seeing tasks through to completion and meeting deadlines
• Resourceful, proactive, self-starter who isn’t intimated to jump into new projects with little direction
• Bias for action with a sense of urgency to accomplish tasks and follow up with all stakeholders along the way
• Critical thinker who naturally thinks about the next step in the process, not just the task at hand
• Above-average written communication skills
• Ability to effortlessly switch between collaborating with a team and flying solo
• An extraordinary level of curiosity that preemptively asks questions and seeks out answers
• Coachable team player who is hungry to grow personally and professionally
• Authentic, approachable, likable with a great sense of humor and a cheery disposition
• Self-motivated and able to work both independently and collaboratively
• Aptitude for technology and ability to quickly learn new software applications
• Capable of maintaining extreme confidentiality

Minimum qualifications include:

• 3 + years of experience in Executive Administration, Office Management, Project Management, Accounting, Legal, Family Office, Banking, and / or Wealth Management.
• Above average skill with Microsoft Office, particularly Excel
• Ability to pass a criminal background check
• Ability to pass FINRA Series 65
• Undergraduate Degree

COMPENSATION

This role is eligible for a compensation package which includes:

• Base salary plus, year-end bonus based upon personal contribution and the profitability of the firm
• Base Salary Range: $65,000 – $75,000

• Annual Bonus up to 20.0% of salary or $15,000

• Total Annual Compensation up to $90,000
• 401(k) with 6.0% company match
• Health, Dental, Vision, Disability & Life insurance
• Personal Time Off including Vacation, Sick, 12 Holidays, & Maternity / Paternity
• Financial incentives for attaining directly relevant professional designations.