Back & Middle Office

Minimize administration. Liberate your time.

Independence should not come at the cost of operational excellence. We deliver a full suite of middle and back office capabilities engineered to support the modern independent Advisor—combining the rigor and resources of the largest institutions with the agility, responsiveness, and CLIENT focus of the most discerning boutiques. Our infrastructure is built to absorb the complexity of running a wealth management business, so Advisors can reallocate their time, capital, and attention toward the work that defines their practice: serving CLIENTS, building enduring relationships, and growing a business of lasting value.

At Proxima, our goal is to mitigate the burdens of the operational and administrative complexities of being a business owner, so Advisors can dedicate their time to its highest and best use—their CLIENTS.

Back Office, Business Operations, & Administration

Proxima’s turnkey back office liberates Advisors from the tedious, time-intensive operational and administrative tasks of independent business ownership. Our enterprise infrastructure delivers simplicity, scalability, and institutional-grade execution—paired with the responsiveness and service excellence of an agile boutique. By absorbing the substantial investments required to sustain a complex support infrastructure, we enable Advisors to redirect both capital and time toward building deeper CLIENT relationships and delivering the uniquely personal experiences that define world-class wealth management.

Our back office services include:

• Legal: Entity formation, partnership structure, operating agreements, employment agreements, and offer letters
• Accounting and Financial Reporting: Bookkeeping services, compensation and payout management, and financial statement preparation
• Benefits, Payroll, & Human Resources: Access to competitive health insurance, retirement plans, and other employee benefits; payroll services including paycheck issuance, withholdings, direct deposits, and tax filings; and employee search, compensation, and review process implementation
• Billing: Ongoing fee calculations (monthly or quarterly), billing statement generation, and invoicing across all account types; support for a range of fee structures including AUM-based, flat, and retainer arrangements
• Real Estate: Dedicated Cushman Wakefield broker in local market, negotiation of lease terms and legal review, lease incubation (for situations that require an temporary intermediary to execute a lease and protect Advisor confidentiality), and technology procurement and setup
• Centralized operations support: Daily problem resolution, vendor coordination, and streamlined process execution to ensure smooth practice operations

Middle Office & Risk Management

In today’s financial services industry, compliance and risk teams frequently manage to the lowest common denominator—a defensible tactic given the scale of those institutions, but one that stifles thoughtful problem-solving and discourages reasonable exceptions.

The dominant approach to risk management at large broker-dealers is often summed up in the phrase made famous by JPMorgan Chase CEO Jamie Dimon: “No. What’s your question?”

Proxima’s middle office delivers a thoughtfully balanced blend of autonomy and infrastructure — institutional-grade compliance, risk management, and regulatory support paired with the empowered, common-sense decision-making that independent Advisors deserve. True to our core virtue of Resourcefulness, we approach every challenge with the mindset of finding a solution rather than reflexively erecting an obstacle. The result is a smarter, more collaborative risk culture that protects the practice while preserving the Advisor’s ability to deliver a first-class CLIENT experience.

Our middle office services include:

• Regulatory Filings & RIA Formation: RIA registration, state and federal filings, and ongoing regulatory reporting to keep the practice current and compliant
• Investment Advisory Agreements: Preparation and maintenance of client-facing advisory agreements
• Ongoing Compliance & Supervisory Oversight: Development and maintenance of policies and procedures, Code of Ethics manuals, supervisory frameworks, and business continuity plans—continuously updated to reflect evolving regulatory requirements
• Books & Records Management: Maintenance of required regulatory records and documentation in accordance with SEC and state requirements
• Advertising & Marketing Review: Pre-publication review of client-facing materials, social media content, and marketing communications to ensure regulatory compliance
• Trade Surveillance & Exception Monitoring: Systematic review of trading activity to identify and resolve exceptions, conflicts, and potential violations
• Error Resolution Workflows: Defined processes for identifying, escalating, and resolving trade errors and operational exceptions
• Annual Reviews & Mock Regulatory Exams: Proactive internal audits and mock SEC/state examinations designed to identify gaps, reinforce best practices, and keep Advisors fully prepared ahead of formal regulatory reviews
• Business Insurance: Coordination of professional liability, E&O, and other practice insurance coverage

At Proxima, we always strive to begin with the mindset: “Let’s see if we can find a creative solution to this important issue.” We recognize the most successful Advisors are those who solve complex problems in innovative ways, so it is our responsibility to support Advisors’ CLIENT-centric ingenuity while ensuring prudent safeguards. The result is a smarter and more collaborative risk management culture that enables Advisors to stay focused on what matters most: caring for CLIENTS in a first-class way.

By outsourcing the mundane but necessary work of running a business to Proxima, Advisors are free to focus their efforts where they make the greatest impact—delivering memorable, purpose-driven experiences to their CLIENTS and building practices that endure.