Overview

The Associate, Concorde Virtual Assistant (CVA) Program – IRA & Roth Conversion Specialist is a transaction-focused role responsible for supporting financial professionals with IRA-related workflows, including rollovers, transfers, and Roth conversions.

This role is not a general operations position. It is a specialized function combining IRA technical expertise, broker-dealer operational precision, and advisor-facing execution support.

The individual in this role acts as a transaction quarterback, ensuring that IRA and Roth conversion transactions are structured correctly, submitted cleanly, and processed efficiently from initiation through completion.

Location & Work Structure

This position is based in Boca Raton, Florida. The role will begin remotely and transition to regular in-office collaboration once the office is operational. Candidates must be located in or willing to relocate to the Boca Raton area. This will not permanently be a remote or hybrid role.

Key Responsibilities

IRA & Roth Conversion Execution (Primary Focus)

• Serve as the dedicated operational specialist for IRA-related transactions, including:
• Traditional, Roth, SEP, and SIMPLE IRAs
• Direct and indirect rollovers (including 60-day rule considerations)
• Roth conversions (cash and in-kind)
• Guide financial professionals through Roth conversion workflows, including:
• Tax implications (ordinary income recognition)
• Timing considerations (calendar year vs. settlement timing)
• Withholding elections and potential errors
• Identify and proactively address transaction risks, including:
• Pro-rata rule implications across aggregated IRA accounts
• Partial conversions
• Improper structuring or incomplete documentation

Custodial & Transfer Processing

• Execute and support account transfers, including:
• ACATS and non-ACATS transfers
• Custodian-to-custodian transfers vs. client-driven rollovers
• Work across custodial platforms such as Schwab, Fidelity, Pershing, CNB, or similar
• Review and troubleshoot transfer paperwork to ensure accuracy and completion

New Account Processing & NIGO Prevention

• Pre-screen all submissions prior to compliance review to ensure they are in good order
• Identify and correct common NIGO issues, including:
• Missing or inconsistent signatures
• Incorrect account registrations
• Mismatched identifying information (e.g., SSNs, account titles)
• Inconsistent dollar amounts across documents
• Ensure alignment across all documentation, including IRA adoption agreements, transfer forms, and subscription documents

Compliance & Regulatory Awareness

• Operate with a working understanding of:
• FINRA expectations
• Anti-money laundering (AML) red flags
• Prohibited transaction rules under IRC §4975
• Identify and escalate potential compliance or suitability concerns
• Maintain audit-ready documentation standards across all transactions

Alternative Investment Integration

• Support IRA and Roth conversion transactions involving alternative investments, including:
• Subscription agreements
• Suitability questionnaires
• Accreditation verification
• Funding timelines tied to closing windows
• Ensure alignment between IRA structures and alternative investment requirements

Advisor Support & Communication

• Act as a primary point of contact for financial professionals executing IRA and conversion strategies
• Translate complex IRA rules into clear, actionable guidance
• Provide direct, solution-oriented feedback, including:
• “This will be rejected because of X—here’s how to fix it”
• Proactively guide financial professionals toward cleaner submissions and more efficient workflows

Operational Execution & Throughput Management

• Manage multiple concurrent transactions across financial professionals with minimal oversight
• Prioritize work based on urgency, including:
• Time-sensitive funding deadlines
• Investment closing windows
• Track transaction status, outstanding requirements, and funding progress
• Maintain consistent throughput while ensuring accuracy and compliance

Training & Advisor Enablement

• Educate financial professionals and their staff on:
• IRA rules, including RMDs, beneficiary designations, and inherited IRA considerations
• Roth conversion mechanics and common pitfalls
• Best practices for submission quality and documentation
• Reinforce process discipline and reduce repeat errors through ongoing feedback

Team Collaboration

• Partner with Operations, Compliance, and custodians to resolve complex transaction issues
• Contribute to standardized workflows and process improvements
• Support a team-first environment by sharing knowledge and best practices

Qualifications & Skills

Technical Expertise (Required)

• Strong working knowledge of:
• Traditional, Roth, SEP, and SIMPLE IRAs
• Contribution limits, eligibility rules, and Required Minimum Distributions (RMDs)
• Beneficiary designations and inherited IRA rules
• Roth conversion mechanics, including tax implications and pro-rata rule application
• Understanding of:
• ACATS and non-ACATS transfers
• Direct vs. indirect rollovers

Broker-Dealer Operations Experience

• Experience with new account processing and transfer workflows
• Strong understanding of NIGO conditions and prevention
• Familiarity with:
• IRA adoption agreements
• Transfer forms and LOAs
• Subscription agreements

Detail Orientation & Accuracy

• Ability to reconcile:
• Account titles across documents
• Dollar amounts across forms and systems
• Client identifying information across all records
• Strong checklist discipline and process consistency
• High level of precision in data entry and documentation

Advisor-Facing Communication

• Ability to clearly explain complex concepts in practical terms
• Strong written and verbal communication skills
• Ability to provide direct, constructive feedback to financial professionals

Technology & Systems

• Experience with CRM systems (e.g., Redtail, Salesforce, or similar)
• Familiarity with document management and e-signature platforms (e.g., DocuSign)
• Intermediate Excel skills for tracking pipelines and reconciling transactions

Licensing Requirements (Preferred)

• Securities Industry Essentials (SIE) preferred
• Series 99 or Series 7 preferred, or willingness to obtain within 6–12 months of hire
• Candidates with active licenses strongly preferred

Core Competencies

• Ownership & Accountability
• Advisor Experience Focus
• Execution & Precision
• Problem Anticipation
• Independent Workflow Management

Success Profile

A successful candidate in this role:

• Anticipates issues before submission rather than reacting after rejection
• Understands both IRA tax mechanics and operational workflows
• Improves processing speed, reduces NIGO rates, and enhances advisor experience
• Operates independently while managing high transaction volume

Additional Notes

• This role supports a national advisor base with fluctuating transaction volume, including end-of-quarter and year-end spikes
• Success is measured by:
• Reduction in NIGO rates
• Transaction accuracy and processing speed
• Advisor satisfaction and engagement

Pay: $80,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Experience:

• IRA & Roth conversions including alternative investments: 1 year (Required)

License/Certification:

• Series 99 or Series 7 (Preferred)

Work Location: In person