Client Operations Analyst

Who We Are:

Lenox Advisors brings together sophisticated solutions in wealth management and insurance services to high-net-worth individuals and their families. As a wholly owned subsidiary of NFP, an Aon company, we combine the culture of a boutique firm with the stability and backing of a large corporation to create an environment that’s truly unique.

 

Position Summary & Overall purpose:   

This role is responsible for managing and supporting client transitions and reassignments to ensure a seamless, accurate, and client-centric experience. It combines analytical evaluation, data integrity, and operational coordination to align clients with appropriate Relationship Managers, maintain accurate system records, and guide stakeholders through the transition lifecycle. The position also contributes to process optimization, reporting, and communication efforts, helping enhance operational efficiency, reduce friction, and support consistent, high-quality service delivery.

 

JOB ACCOUNTABILITIES:

Execute Client Transitions & Reassignments

• Evaluate client reassignment scenarios (e.g., advisor departures, retirements, book realignments) and recommend assignment approaches based on established firm guidelines.
• Analyze and match clients with Relationship Managers, carefully considering advisor experience, licensing, program participation, and product expertise.
• Review existing insurance and investment book of business to facilitate thoughtful, seamless transitions for the client.
• Brief receiving Relationship Managers on transition expectations, timelines, and client engagement strategies; serve as the primary point of contact throughout the transition lifecycle.

Data Management & Systems Administration

• Compile, audit, and validate client and household data from CRM platforms and internal databases to ensure absolute data integrity prior to reassignment.
• Update and maintain accurate records across core Mosaic & Advisor 360 systems.
• Assist with departmental data analysis, tracking, and reporting to provide visibility into transition metrics and general business operations.

Operational Process Support & Optimization

• Collaborate with operations management to maintain, optimize, and streamline departmental workflows and procedures.
• Assist in the development and implementation of new operational processes to improve efficiency and reduce friction.
• Maintain comprehensive, accurate records and documentation related to daily business operations and historical transition data.
• Troubleshoot system or process bottlenecks independently, escalating complex issues to leadership with proposed solutions.

Communications & Material Development

• Support the creation, dissemination, and centralized storage of vital departmental information and updates.
• Assist in crafting and editing operational templates, sophisticated PowerPoint decks, and other communication materials for stakeholder use.
• Partner with Marketing to support the development and distribution of clear client communications, such as departure announcements and timeline communications.

Meeting, Event, & Administrative Support

• Coordinate logistics, planning, and scheduling for departmental team events, committees, and internal meetings.
• Prepare comprehensive meeting materials, including invitations, structured agendas, decks, and detailed meeting notes.
• Drive post-meeting momentum by tracking action items and assisting with follow-up execution.
• Provide general administrative and task-management support to team members, including maintaining and updating internal departmental web pages/intranet content.
• Adapt readily to support special projects and strategic operational initiatives as needed.

 

JOB COMPETENCIES:  Required Knowledge, Required Skills/Abilities and Required Behaviors/Attitudes

Qualifications:

• 2+ years of experience in business operations, administration, or a similar role

Required Knowledge

• Can effectively navigate within CRM and various carrier platforms
• Strong organization skills and high attention to detail
• Thorough, accurate, and reliable when performing and completing job tasks
• Can define and explain the various steps in our processes
• Capacity to solve problems while considering impact to client and firm
• Microsoft office skills (Outlook, Word, Excel and PowerPoint)
• Basic knowledge of process improvement methodologies (e.g., Lean, Six Sigma)

Required Skills/Abilities

• Work effectively with others to drive results
• Presents an appropriate professional appearance and demeanor with team members and clients (Internal and/or external)
• Manages time well to accomplish work tasks within established deadlines
• Is flexible and open minded
• Thorough, accurate, and reliable when performing and completing job tasks
• Strong communication, interpersonal and negotiation skills
• Dedicated to exceeding internal and external client expectations
• Works effectively under pressure
• Has a strong sense of urgency about solving problems and getting work done
• Embraces technology with optimism and positivity
• Ability to work in a team environment
• Views problems as opportunities to improve processes and make things better

Required Behaviors/Attitudes

• Use good judgment to accomplish work assignments without compromising the firm’s integrity
• Demonstrates a high level of dependability in all aspects of the job
• Cope with change with optimism and positivity
• Behaves in a way that leads others to trust him/her
• Willingly assist others who may need assistance with their day to day
• Takes responsibility and accountability
• Demonstrate openness to new organizational structures, procedures, and technology
• Effectively contribute to the work of the team

 

EDUCATION/EXPERIENCE/LICENSE REQUIREMENTS

EDUCATION	EXPERIENCE	LICENSE REQUIREMENTS
Bachelor’s degree preferred or equivalent experience	Previous experience in customer service, operations, or in an admin position	N / A

 

CAREER PATH CONSIDERATIONS

AVERAGE TIME TO MASTER ROLE	TYPICAL NEXT JOB MOVE CHOICES AFTER MASTERING THIS ROLE:
1-2 Years	Operations Associate

 

What We Offer:  

We’re proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others. The base salary range for this position is $7