Operations Specialist

Job Summary:

The Wealth Operations Specialist is responsible for the administration, maintenance, and reconciliation of client billing and fee schedules across Addepar and multiple custodial platforms, ensuring advisory fees are accurately configured, calculated, and processed in accordance with client agreements and firm policies. In addition to billing responsibilities, this role provides operational support to Choate Hall & Stewart's Wealth Management Department and Choate Investment Advisors by maintaining client and account data, supporting custodial and portfolio accounting systems, including Addepar, and processing cash and asset movement transactions. Working closely with Trust Advisors, Portfolio Managers, custodians, and other internal stakeholders, the Operations Specialist helps ensure operational accuracy, data integrity, and a high level of client service while identifying opportunities to enhance processes, strengthen controls, and improve operational efficiency.

Job Functions:

• Maintain and update client and account data across Addepar and custodial platforms, ensuring the accuracy and integrity of account information, client relationships, and portfolio data.
• Establish, maintain, and reconcile client billing configurations within Addepar and custodial systems, including fee schedules, billing frequencies, household aggregation, asset exclusions, discounts, billing start dates, and other fee-related parameters.
• Provide operational support across the Wealth Operations team by assisting with daily workflow requests, including cash movements, asset transfers, account openings, account maintenance, and account closings, ensuring established service levels are met.
• Process and monitor incoming and outgoing securities transfers, including ACAT, DTC, and other asset movement requests, ensuring timely and accurate completion.
• Partner with custodians, counterparties, and internal stakeholders to facilitate asset transfers, resolve exceptions, and ensure timely settlement of transactions.
• Review and validate transfer documentation for completeness, accuracy, and compliance with firm policies, regulatory requirements, and custodian standards.
• Track transfer requests from initiation through completion, providing proactive status updates to advisors and escalating issues that may impact client service or operational deadlines.
• Perform daily cash reconciliations by reviewing custodian exception reports, researching discrepancies, and resolving outstanding items within established service-level expectations.
• Identify opportunities to improve operational processes by recommending enhancements to workflows, controls, and system utilization to increase efficiency, accuracy, and scalability.

• Works proactively with others to support efforts within a department or function of the Firm.
• Strong Excel skills.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Uses innovative thinking and exercises sound judgment to achieve results.

Qualifications:

• Experience with Addepar preferred
• Familiarity with SEI Trust, Fidelity Wealthscape, and Charles Schwab platforms is a plus.
• Experience with Practifi or Salesforce CRM is a plus
• 3 or more years of progressive experience within Trust Operations or related field.

Work Authorization:

• Applicants must be legally authorized to work in the United States without the need for sponsorship by the Firm (either now or in the future).

Compensation and Total Rewards Package:

Choate offers a comprehensive Total Rewards package to our business professional team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the salary range for this specific position at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including but not limited to qualifications and experience, education, external market data and consideration of internal equity.