Business System Administrator

Provenance Wealth Advisors; Miami, Fort Lauderdale (FL, FL); On-site; USD 85,000 - 110,000; Full time

Job summary

Provenance Wealth Advisors seeks a Business Systems Administrator to support, optimize, and enhance the firm\'s technology ecosystem across CRM, reporting, and analytics tools. You\'ll collaborate with leadership to improve technology adoption, data quality, and operational efficiency while contributing to digital transformation initiatives.

Responsibilities include maintaining system configurations, dashboards, automations, and data workflows; supporting Microsoft 365, Power BI, and other

Responsibilities

• Serve as a primary internal resource for the firm's technology ecosystem, including CRM, portfolio reporting, workflow tools, custodial platforms, data and reporting systems, integrations, approved AI solutions, and other business applications utilized by the firm.
• Maintain and support system configurations, workflows, user permissions, dashboards, reporting tools, automations, data quality initiatives, and system documentation across applicable platforms.
• Partner with business units to identify technology needs, improve system adoption, and translate business requirements into practical system enhancements.
• Support data imports, exports, validation activities, data cleanup, and reporting requests across business systems to help ensure data accuracy, reliability, and operational effectiveness.
• Troubleshoot user issues, coordinate vendor support, track open technology items, and assist with timely resolution of platform-related questions and system issues.
• Develop and maintain procedures, system standards, user guides, and best-practice documentation for core technology platforms.
• Support ongoing efforts to improve system adoption, platform utilization, reporting capabilities, and operational efficiency.
• Assist with technology initiatives involving Microsoft 365, Teams, SharePoint, Power BI, DocuSign, custodial platforms, financial planning tools, and future systems adopted by the firm.
• Develop, modify, and maintain standard and ad hoc reports, dashboards, data extracts, and operational reporting solutions to support business needs.
• Assist with system configuration updates, workflow maintenance, business process changes, and platform enhancements in accordance with business requirements.

Job description

As a Business Systems Administrator of Provenance Wealth Advisors, you will utilize advanced skills gained through training and experience to support, administer, optimize, and enhance the Firm's technology ecosystem. The successful candidate will work cross-functionally with all PWA business units and leadership to improve technology adoption, strengthen data quality, support reporting and analytics needs, enhance operational efficiency, and contribute to the firm's ongoing digital transformation initiatives.

Job Duties and Responsibilities

• Serve as a primary internal resource for the firm's technology ecosystem, including CRM, portfolio reporting, workflow tools, custodial platforms, data and reporting systems, integrations, approved AI solutions, and other business applications utilized by the firm.
• Maintain and support system configurations, workflows, user permissions, dashboards, reporting tools, automations, data quality initiatives, and system documentation across applicable platforms.
• Partner with business units to identify technology needs, improve system adoption, and translate business requirements into practical system enhancements.
• Support data imports, exports, validation activities, data cleanup, and reporting requests across business systems to help ensure data accuracy, reliability, and operational effectiveness.
• Troubleshoot user issues, coordinate vendor support, track open technology items, and assist with timely resolution of platform-related questions and system issues.
• Develop and maintain procedures, system standards, user guides, and best-practice documentation for core technology platforms.
• Support ongoing efforts to improve system adoption, platform utilization, reporting capabilities, and operational efficiency.

Business Systems & Technology Platform Administration

• Support the administration, maintenance, rollout, adoption, and optimization of key business applications and firm technology platforms.
• Assist with technology initiatives involving Microsoft 365, Teams, SharePoint, Power BI, DocuSign, custodial platforms, financial planning tools, and future systems adopted by the firm.
• Develop, modify, and maintain standard and ad hoc reports, dashboards, data extracts, and operational reporting solutions to support business needs.
• Assist with system configuration updates, workflow maintenance, business process changes, and platform enhancements in accordance with business requirements.
• Coordinate testing, validation, user feedback, documentation, and post-implementation support for new platforms, system enhancements, upgrades, and releases.
• Research platform capabilities, troubleshoot user-reported issues, coordinate vendor support, and assist in resolving system-related questions.
• Support integrations between business systems and assist with troubleshooting data synchronization, reporting, and workflow issues.
• Track technology issues, enhancement requests, vendor follow-up items, and project tasks to ensure timely resolution and communication.
• Collaborate with Operations, Compliance, Advisory, Investment, and other business teams to improve workflows and reduce manual processes.
• Research new functionality, product updates, and best practices and assist with the evaluation and implementation of approved enhancements.
• Assist with vendor management, support tickets, release notes, system updates, and implementation coordination.
• Support the firm's AI initiatives through adoption, training, documentation, testing, and ongoing user support of approved AI tools and technologies.
• Identify opportunities to improve operational efficiency through workflow automation, reporting enhancements, AI tools, and technology solutions.
• Assist with the creation and maintenance of prompts, templates, user resources, training content, and usage guidelines for approved AI and automation platforms.
• Research emerging technologies and provide recommendations regarding tools that may enhance productivity, operational effectiveness, reporting, client services, or employee experience.
• Participate in the testing, evaluation, and implementation of new technology solutions adopted by the firm.
• Support established AI governance practices, usage standards, and technology-related procedures in coordination with leadership, Compliance, and Operations.

Training, Support & User Adoption

• Serve as a technology champion and primary point of contact for business system questions, troubleshooting, user support, and workflow guidance.
• Provide end-user support for the firm's business applications, reporting platforms, productivity tools, and approved technology solutions.
• Create and deliver training sessions, system demonstrations, and educational resources to improve user knowledge and platform adoption.
• Develop and maintain reference guides, FAQs, quick-start materials, training documentation, and other knowledge resources.
• Assist employees and managers in understanding system functionality, reporting capabilities, workflows, and platform best practices.
• Communicate technology updates, enhancements, process changes, and platform improvements clearly and professionally across the organization.
• Gather user feedback and identify opportunities to improve training resources, user experience, and adoption of business systems.

Project Coordination & Process Improvement

• Assist with planning, coordinating, documenting, and supporting firmwide technology projects and operational improvement initiatives.
• Maintain project task lists, timelines, status updates, action items, risks, dependencies, and follow-up activities.
• Coordinate project testing activities, collect user feedback, document findings, and assist with implementation efforts.
• Work with department leaders to document business processes, workflows, system requirements, and reporting needs.
• Identify opportunities to streamline processes, improve reporting efficiency, reduce manual tasks, and enhance technology utilization.
• Assist leadership in evaluating system usage, workflow effectiveness, reporting capabilities, and technology adoption across the organization.
• Support special projects, system implementations, process improvement initiatives, and technology-related assignments as directed by the Chief Operating Officer or other members of leadership.