Operations Manager

Job Description

Job Description

Pitcairn’s innovative Shared Single-Family Office™ model provides unparalleled service to wealthy families and other family offices. Since the firm’s founding in 1923, Pitcairn has helped ultra-high-net-worth families and its members navigate the individual, interpersonal, and institutional challenges that come with wealth. We understand multigenerational family wealth in a way that few other wealth advisory firms do. Our comprehensive family office services include investment advisory, tax, trust and estate planning, risk management, philanthropy, household-level financial services as well as family education and family governance support.

PRIMARY FUNCTION :

The Operations Manager plays a key role in ensuring the seamless, high-quality execution of Pitcairn’s operational activities. This individual oversees day-to-day operations across account administration, cash management, and client bill pay, ensuring accuracy, consistency, and efficiency in every interaction.

A critical partner in the client experience, the Operations Manager also leads the onboarding of new clients, ensuring every relationship begins with precision, responsiveness, and excellence. The Operations Manager plays a hands-on role, fostering collaboration, encouraging innovation, and guiding process improvements that enhance both operational efficiency and client experience.

RESPONSIBILITIES :

• Manage a high-performing team responsible for all aspects of client accounts, including account opening, maintenance, transaction processing, and issue resolution.
• Oversee the onboarding of new clients by coordinating across internal teams to ensure timely account setup, accurate documentation, and a seamless transition into ongoing service.
• Supervise client bill pay and cash management functions, ensuring payments are processed accurately and promptly in accordance with firm controls, compliance requirements, and client expectations.
• Lead internal control audits performed by outside vendors and support broader regulatory reporting and audit requirements of the SEC and the Department of Banking.
• Collaborate with Investment Operations, Client Service, and other internal partners to deliver an exceptional, integrated client experience across all operational touchpoints.
• Continuously evaluate and refine workflows to enhance scalability, strengthen controls, and improve efficiency and accuracy throughout operations.
• Lead, coach, and develop team members to foster engagement, accountability, and a culture of continuous learning and improvement.
• Support and help implement new systems, automation, and process enhancements that align with the firm’s strategy and improve the client experience.
• Monitor key performance metrics to ensure operational accuracy, timeliness, and service quality while identifying opportunities for improvement.
• Model Pitcairn’s values of Excellence, Curiosity, and Collaboration, fostering trust, integrity, and innovation within the team and across the firm.
• Perform other duties as assigned for the efficient operation of the department.

EDUCATION / EXPERIENCE :

Bachelor’s degree in finance or business preferred. A minimum of 7 years of experience in the securities processing industry and / or back-office functions, e.g., custody, income collection, corporate actions, and mutual fund processing. Proven success managing operational teams and client service functions within a wealth management, trust, or financial services environment. In-depth knowledge of account maintenance, cash processing, and trust processing. Strong technical proficiency and familiarity with financial systems, client service platforms, and accounting or bill pay applications.

DESIRABLE ATTRIBUTES :

Successful candidates will possess a broad range of skills including :

Pitcairn is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to their race, color, religion, ancestry, national origin, sex, gender identity, sexual orientation, age, disability, marital status, domestic partner status, status as a parent, or medical condition. Pitcairn complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Company has facilities. As an investment advisor, employees of Pitcairn may be subject to certain limitations on personal investment activities.