Operations Assistant

Provenance Wealth Advisors•West Palm Beach, FL

39d•Onsite

About The Position

The Operations Assistant provides critical back-office and administrative support to ensure the smooth functioning of daily operations within Provenance Wealth Advisors. This entry-level role is foundational to helping Advisor teams operate efficiently by processing paperwork, managing system entries, and supporting the operational lifecycle of client accounts. The Operations Assistant plays a key role in maintaining the integrity of firm processes, allowing Financial Advisors to dedicate more time to direct client engagement.

Requirements

Associate or bachelor’s degree preferred.
–2 years of experience in a financial services environment, a plus.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
Desire to grow within the wealth management and financial planning industry.

Nice To Haves

2 years of experience in a financial services environment, a plus.

Responsibilities

Assist with the preparation and submission of new account paperwork, ensuring all forms are in good order for compliance and custodial review.
Monitor and resolve suspended or rejected items through Charles Schwab custodial system.
Submit ACH requests, deposit checks, and handle daily mail processing—ensuring priority items such as client checks and regulatory correspondence are escalated.
Maintain and update electronic client records, tracking documents, and service logs to ensure data accuracy.
Execute account servicing tasks such as processing, account transfers, and titling updates through custodial platforms.
Manage and coordinate the procurement of office supplies for the firm.
Support the advisor-facing team by processing service requests and assisting with client account changes that affect day-to-day client experience.
Ensure operational accuracy that enhances client outcomes—helping advisors deliver timely, seamless service.
Respond to advisor’s inquiries related to client servicing (e.g., account status, fund transfers) and escalate time-sensitive matters appropriately.
Serve as a secondary point of contact for basic service needs, providing efficient responses in line with the firm’s service standards.
Partner closely with the Operations team and Senior Operations Manager to execute and improve operational workflows.
Coordinate with Advisor teams to collect, review, and submit paperwork needed for onboarding or servicing client accounts.
Participate in internal check-ins to monitor service request queues, outstanding items, and reporting updates.
Uphold PWA’s “return and report” culture by tracking progress of assigned tasks and clearly communicating status updates to team leads.
Contribute to a collaborative and supportive team environment by assisting colleagues as needed and sharing best practices for process improvement.