Who We Are
Headquartered in Los Angeles with additional offices in West Des Moines, IA and Hanover, MD, Docupace is a technology company built for the financial services and wealth management industry. For over 15 years, we’ve dedicated our resources to solving the most frustrating and time-consuming problems that advisors, broker-dealers, and RIAs face on a daily basis. Our team is built from a diverse set of talents: software developers, technology leaders, compliance and security specialists, mathematicians, management experts, financial professionals, client services geniuses—they all come together to make us the leading universal workflow and document management automation software choice for financial service and wealth management firms and their advisors everywhere.
By eliminating transactional paperwork and its associated costs, we make work easier for financial services professionals, and increase profit for their firms. Our cloud-based, end-to-end software solution contains a suite of tools, workflows, integrations, and APIs that improve compliance, simplify audits, smooth personnel transitions, and more. We also protect our clients from cyber security risks, with a full suite of security services tailored to the needs of financial services firms.
Docupace offers competitive benefits to our full-time employees including Medical, Dental and Vision Insurance, FSA/HSA, Life Insurance, AD&D, STD, LTD and 401k plan.
Position Summary
A key member of the Transition Assistant Team working with financial advisors transferring between Broker Dealer firms / agencies. The Transition Assistant Support Specialist will assist the Project Manager and Transition Assistant Coordinators with a variety of responsibilities throughout each individual project as well as provide insight into client activity and open issues. This is not a technical role, however, knowledge of, experience with, and exposure to enterprise-level software solutions is an advantage.
Responsibilities / Duties
· Assist Project Manager (PM) with requests from Broker Dealers to initiate advisor projects
o Assists PM with scheduling – kickoff calls and data extraction calls
o Attend Project Kickoff Calls and create- new advisor TA contracts and updates advisor questionnaires
o Assists PM with maintaining Salesforce advisor records and uploading documents to Salesforce for advisor’s files
o Assists PM with JIRA project task creations and Project Insight items
o Assists PM with Docupace contract signatures and storage
o Assists PM with Final Invoicing and Project Closure items
o Other Assistance to PM as assigned
· Creates Docupace User Credentials for Advisor and Staff for specific BD sites
o Maintains removal of expired advisors and staff
· Answer incoming calls to general Transition Assistant 800 phone line
o Handles light advisor support issues directly, otherwise assign accordingly to applicable TA Coordinator, create Jira cases
o Identify trends in support areas that may need improvement/escalation
· Assist with monitoring Transition Assistant email inbox
o Handles light advisor support issues directly, otherwise assign accordingly to applicable TA Coordinator, create Jira cases
· Monitoring for Site Slowness/Issues/Site Down
o Reports, Creates, and Monitoring of JIRA Tickets associated with issue
o Notification to BD’s and advisors of issues and resolution via phone or email
· Maintain Wiki site
o Updates and keeps documentation in good order
· Handles advisor print projects – print, box, ship.
o Be able to stand for extended periods of time while packaging boxes
o Takes boxes to Post Office – must be able to lift 10-15 lbs
o Have a vehicle that can be used to deliver items to the Post Office
o Sends tracking information to advisors and monitors deliveries of items
o Order shipping supplies
· Handles Work Item clears and reloads for Advisors
· Training for Advisors on Wet Signature and eSign Items after items are loaded by TA coordinator
· Monitors and creates reports for Weekly Maintenance Clients
o Clear Validations for specific BDs and distributes reports upon request
· Exposure to TA Coordinators roll for assistance with scrubbing activities
o Spreadsheet formatting and account/product terminology
o Data Extraction steps for advisor and team training
· Exposure to TA Coordinators roll for Site Maintenance assistance
o Possible site upgrades
o Assistance with site issues/other activity as assigned
Attributes
§ Excellent written and oral communication skills
§ Ability to work independently and self-manage to meet deadlines
§ Able to facilitate or lead meetings to drive toward specific goals
§ Able to work and communicate with all levels of the organization
§ Well versed in multitasking and working through multiple projects simultaneously
- Well organized with strong attention to detail and task completion
Education & Experience
- Bachelor’s Degree or equivalent experience in IT or business-related field helpful, not required
- At least one (1) year work experience in a similar capacity
- Proven communication and problem solving skills, detail-oriented
- Proven personal computer skills using Microsoft Office Suite
- Must be able to lift 10-15 lbs