Operations Associate/Fidelity/Wealthscape

Provenance Wealth Advisors • Miami, FL

9d

About The Position

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. The Operations Associate plays a key role in supporting the operational foundation of Provenance Wealth Advisors. This position ensures seamless back-office processes, high-quality service to Advisor teams, and operational efficiency on the Fidelity/Wealthscape custodial platform. Acting as a central resource for paperwork processing, system coordination, and service support, the Operations Associate helps ensure Advisors can maximize client-facing time while maintaining operational integrity and compliance. Description Technical Responsibilities Review, prepare, and submit new account and service paperwork for completeness and accuracy, ensuring all forms are in good order for processing through either the Fidelity/Wealthscape custodial platform or Black Diamond. Monitor and resolve action items, suspended paperwork, and rejections in a timely manner by coordinating with advisor teams and custodians. Process ACH requests, account transfers, address changes, titling updates, and other service transactions. Track document submissions, outstanding items, and transition paperwork; ensure all items are logged and in good order. Handle custodial billing processes for managed accounts. Manage reconciliation and ongoing maintenance of the Black Diamond platform. Maintain and update electronic client records and investment files in alignment with data integrity and compliance standards. Client-Related Responsibilities Provide behind-the-scenes operational support that contributes to a consistent, high-quality client experience. Support the Advisor team in ensuring timely execution of service requests such as check processing, money movement, and account maintenance. Respond promptly and professionally to Advisor team inquiries that directly impact client service, including account balances, transfer statuses, and documentation needs. Maintain a service-oriented mindset that supports the Advisor and their team’s ability to deliver responsive and proactive service to their clients. Team Responsibilities Serve as a reliable point of contact for Advisor teams, providing clear communication and operational updates to help manage practice workflows. Coordinate with branch management for document review and approval as part of the quality control process. Partner with other operations and compliance team members to maintain consistent protocols and operational standards across the firm. Support a culture of accountability and professionalism by updating task statuses, meeting deadlines, and participating in internal reporting efforts. Collaborate across departments to identify process improvements, enhance system efficiencies, and promote best practices for service delivery. Work Environment This role is based in a professional office environment and routinely uses standard office equipment such as computers, phones, and photocopiers. Occasional travel may be required to attend meetings, conferences, and client engagements. The role requires the ability to manage multiple priorities and work in a fast-paced, dynamic environment. This role requires the ability to maintain strict confidentiality regarding sensitive company and client information.

Requirements

• 3 - 5 years of experience in a financial services environment, preferably in operations or client service support.
• 1 - 2 years of experience on the Fidelity/Wealthscape Custodial Platform.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Interest in growing within the wealth management industry.

Nice To Haves

• Bachelor’s degree preferred.

Responsibilities

• Review, prepare, and submit new account and service paperwork for completeness and accuracy
• Monitor and resolve action items, suspended paperwork, and rejections
• Process ACH requests, account transfers, address changes, titling updates, and other service transactions
• Track document submissions, outstanding items, and transition paperwork
• Handle custodial billing processes for managed accounts
• Manage reconciliation and ongoing maintenance of the Black Diamond platform
• Maintain and update electronic client records and investment files
• Provide behind-the-scenes operational support
• Support the Advisor team in ensuring timely execution of service requests
• Respond promptly and professionally to Advisor team inquiries
• Maintain a service-oriented mindset
• Serve as a reliable point of contact for Advisor teams
• Coordinate with branch management for document review and approval
• Partner with other operations and compliance team members
• Support a culture of accountability and professionalism
• Collaborate across departments to identify process improvements

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 11-50 employees