Investment Advisor / Wealth Planner Best Practices

Role Description

As an Investment Advisor/ Wealth Planner, you play a vital role in transforming clients' financial dreams into reality. Working closely with licensed portfolio managers, you deliver comprehensive investment solutions that make a meaningful difference in families' lives. Your day-to-day work centers on building genuine relationships with clients, coordinating account openings that mark new chapters in their financial journeys, and managing systematic plans that steadily advance their goals. Through regular KYC updates conducted alongside portfolio management colleagues, you ensure every client receives the attention and care their financial future deserves. From welcoming new clients during onboarding to handling ongoing requests for contributions, withdrawals, and account adjustments, you're the trusted professional who makes their financial aspirations achievable.

Your role embodies everything Optimize stands for - creating wealth with intention through personalized, exceptional service. As each client's dedicated point of contact, you're the essential bridge between clients and their financial goals. Working in partnership with portfolio managers, you ensure that every investment strategy is implemented with precision and that clients experience the premium service that sets Optimize apart. Through regular communication, strategic reviews, and seamless coordination with the portfolio management team, you're directly contributing to each client's financial success. Every interaction you have, every plan you help execute, and every goal you help clients reach reflects your essential role in creating the prosperous futures our clients envision.

Ongoing Duties

Ongoing duties are the recurring activities that keep day-to-day operations running smoothly. These responsibilities focus on proactive communication, accurate record-keeping, and consistent follow-up to support team effectiveness and maintain strong professional relationships.

Task	Frequency
Review ‘Action Required Email’ (deficient items, initial drafts..etc.)	Monday, Wednesday, Friday
Ensure that all tickets assigned to you are completed within outlined Service Standards.	Daily
Review your Practice Management Dashboards to track progress, identify bottlenecks, and ensure nothing falls through the cracks.	Daily
Review Account level fees: Review Fees for each account through our CRM to ensure accuracy	Monthly
Monitor systematic plans	Monthly
Meet with clients for Financial plan review	Annually
Review Account Administration Reports	Ongoing
Schedule and conduct detailed meetings with clients to review tax preparation requirements. Action all Tax Preparation ticket requests. Deliver Tax Returns to client's.	Ongoing
Schedule and conduct detailed meetings with clients to review Will preparation requirements. Action all Will Preparation ticket requests. Deliver Will documents to client's.	Ongoing
Report any and all complaints by conducting our Client Complaint Handling Policy.	Ongoing
Identify and submit all necessary service requests for client	Ongoing
Schedule Transition Meetings for New Account Applications.	Ongoing
Identify and Manage 'At Risk' Clients	Ongoing

Best Practices

Daily Best Practices:

Today's Tasks Management:

Review any tasks that have exceeded service level agreements and require immediate attention
Check for overdue client KYC updates in your portfolio to maintain compliance
Complete tasks that must be finished before end of day
Process client KYC updates scheduled for completion today
Review your detailed task lists to understand specific client needs and required actions
Focus on initial draft action items for new account applications assigned to you

Task Prioritization:

Handle items outside of service level agreements first
Complete items due today to prevent them from becoming overdue
Work on upcoming tasks when possible to stay ahead of deadlines and maintain smooth client service
Focus on new account applications that need initial drafts completed

Client Communication:

Review any client messages or inquiries that came in overnight and respond promptly
Check for clients who may need follow-up based on recent account activity or life changes
Schedule regular review meetings with clients based on their preferences and account activity
Prepare for any scheduled client calls or meetings by reviewing their account status and recent transactions
Document important client conversations or decisions in the CRM system
Coordinate with portfolio managers on any client-specific questions or investment strategy discussions

Market Awareness:

Review daily market updates and investment research to stay informed for client conversations
Check any relevant news or market developments that might impact your clients' portfolios

Workload Planning:

Check tasks coming due soon to plan your upcoming workload
Monitor items you have waiting on others to follow up on dependencies with clients, custodians, or portfolio managers
Review any tasks requiring your input or action to keep client processes moving forward

Weekly Best Practices:

Conduct proactive client outreach to maintain regular touchpoints and strengthen relationships
Review upcoming client meetings
Coordinate with portfolio managers on any client meetings or requests that require both of you
Follow up on pending client requests or questions from the previous week

Monthly Best Practices:

Account Maintenance & Accuracy: