Practice Operations Specialist-HYBRID

Allegheny Financial Group•Pittsburgh, PA

1d•Hybrid

About The Position

We're seeking a Practice Operations Specialist to join our experienced financial planning team. In this role, you'll play a critical part in supporting advisors and team members by managing documentation, coordinating workflows, preparing meeting materials, maintaining CRM data integrity, and helping ensure a seamless client service experience. This is an excellent opportunity for an operations professional who enjoys working in a fast-paced environment and wants to build a long-term career in financial services operations. You'll be part of a highly experienced team dedicated to delivering exceptional client service through operational excellence and collaboration. This is a dedicated operations role with no client advisory responsibilities and no expectation of transitioning into a Financial Advisor position. The position follows a hybrid schedule, with at least two days per week in our Pittsburgh office and the remainder remote.

Requirements

Minimum of 2 years of experience in financial services, wealth management operations, banking operations, practice administration, or a similar operations-focused role.
Associate or bachelor's degree preferred, or an equivalent combination of education and experience.
Strong attention to detail and the ability to manage multiple priorities effectively.
Experience using CRM and document management systems.
Strong organizational, communication, and time management skills.
Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

Responsibilities

Prepare client meeting materials, reports, and supporting documentation.
Coordinate scheduling and logistics for client case meetings and implementation meetings.
Monitor advisor calendars and ensure operational readiness for upcoming meetings.
Prepare reports and documentation for electronic, mail, and in-person delivery.
Prepare applications, forms, contracts, proposals, and onboarding documents.
Review documentation for accuracy and completeness.
Maintain and update CRM records and perform ongoing data quality reviews.
Track onboarding activities and proposal workflows.
Generate internal reports and respond to information requests.
Process requests for statements, tax forms, and other financial documentation.
Assist with workflow monitoring and operational processing activities.
Coordinate the secure transmission of documentation with accountants, custodians, and external business partners.
Support internal workflows related to client service requests and operational processing.
Route documentation and requests to appropriate team members for review, processing, and follow-up.