Business Operations and Client Services Associate

About the Role

Heinekamp Financial Planning & Tax Service is seeking a Business Operations & Client Services Associate to contribute to high-quality back-office execution, ensuring positive outcomes for their local community customer base.

Key Responsibilities

• Payroll Administrator

• Own end-to-end monthly payroll processing for approximately 40 S-corp clients.

• Administer payroll calendars, cutoffs, and client-specific pay schedules.

• Build and maintain payroll checklists and controls to identify errors.

• Resolve payroll discrepancies, corrections, and client payroll inquiries.

• Coordinate with clients to collect and verify payroll inputs each cycle.

• Tax Associate

• Manage the tax back-office workflow from document intake to file finalization.

• Coordinate digitization and organization of client tax documents before filing deadlines.

• Prepare and deliver e-signature envelopes to clients.

• Manage e-signature submissions and troubleshoot client technical issues.

• Drive resolution of missing or incomplete client tax documentation.

• Lead pre-tax-season readiness for the back office.

• Investment Associate

• Manage back-office processing for investment account establishment, transactions, and maintenance.

• Administer account transfers, deposits, and distributions for advisory clients.

• Coordinate with custodians and clearing firms to resolve account servicing issues.

• Track and reconcile investment account activity against custodial records.

• Database Manager

• Ensure the accuracy and integrity of client data across all firm systems.

• Architect and execute bulk data uploads for new and existing client records.

• Manage ongoing updates to client data, including AGI and other tax-relevant figures.

• Audit database records periodically to identify and correct errors.

• Document Manager

• Manage client document management, including scanning, filing, and retention.

• Organize digital and physical client files, including retirement account documentation.

• Build a filing structure for audit-ready and easily retrievable records.

• Manage document retention schedules in line with firm and regulatory policy.

Requirements & Tech Stack

• Tech Literate: Industry experience preferred.
• Experience with online CRM, Document Management, and Accounting systems is a must.

Qualifications

• Assertive
• Reliable and dependable
• Strong attention to detail
• Flexible — willing to perform both administrative and higher-level tasks.
• Strategic Thinker – capable of devising new operational methods and presenting recommendations to management.
• Self-Accountable – committed to timely work completion, communicating progress, and seeking guidance on reprioritization.