Practice Operations Associate

Vista Wealth Solutions; Center Valley (PA); On-site; USD 45,000 - 60,000; Full time

Job summary

Vista Wealth Solutions is seeking a Practice Operations Associate in Center Valley, PA. This role focuses on supporting advisors by managing administrative tasks with precision and professionalism. Candidates should have over 2 years of experience in the financial services industry and a preferred Bachelor's degree. Responsibilities include data management, client support, and improving administrative processes. The salary ranges from $45,000 to $60,000 with additional bonus potential, and the position offers some hybrid work opportunities.

Qualifications

• 2+ years in a financial services support role like Administrative Assistant or Client Service Associate.
• Must be a US Citizen or permanent resident.
• Familiarity with CRM software and industry-leading technology necessary.

Responsibilities

• Take ownership of the administrative lifecycle from processing applications to compliance.
• Maintain CRM integrity through meticulous data entry and audits.
• Manage advisor schedules and client interactions efficiently.
• Handle logistics for client reviews and preparation of materials.

Skills

Attention to detail

Data management

Client service

Process improvement mindset

Education

Bachelor’s degree preferred

Tools

Salesforce

Microsoft Excel

Microsoft Outlook

Wealthscape

Job description

Practice Operations Associate

The Practice Operations Associate is the administrative engine of our team. This role is designed for a detail-obsessed professional who finds professional satisfaction in "sweating the small stuff" and ensuring the back‑office runs like a well‑oiled machine. You aren't just processing paperwork; you are managing the critical infrastructure that allows our advisors to deliver on their promises.

As a natural service provider, you will provide the administrative stability and operational consistency needed to amplify advisor success and ensure our clients receive the "elite" level of service we promise them.

Core Responsibilities

• Workflow Mastery: Take full ownership of the administrative lifecycle, from processing insurance and investment applications to ensuring account documentation (ACATs, service requests) is complete and compliant.
• Precision Data Management: Maintain the integrity of our CRM and broker‑dealer systems through meticulous data entry and regular record audits.
• Calendar & Coordination: Act as the "air‑traffic controller" for advisor schedules, managing appointments and workflows to ensure a smooth, friction‑free daily experience.
• The "Liaison" Function: Serve as the primary administrative point of contact between advisors, clients, and industry partners to resolve outstanding requirements and move cases to completion.
• Meeting Support: Handle all logistics for client reviews, including material preparation, digital filing, and capturing live meeting notes for post‑session debriefs.
• Front‑Office Professionalism: Manage reception operations with a polished presence, greeting clients and directing communications in a manner that reflects the firm’s standards.
• Process Improvement: Approach all scenarios with a “how can I help improve this” mindset, consistently looking for ways to reduce friction in administrative tasks.

Qualifications & Requirements

Professional Experience & Education

• Experience: 2+ years of experience in a broker‑dealer, wealth management, or financial services support role. Prior experience as an Administrative Assistant or Client Service Associate is highly preferred.
• Education: Bachelor’s degree preferred, or equivalent industry experience.
• Regulatory Status: Must be a US Citizen or permanent resident.

Technical Proficiency

• Industry Platforms: Familiarity with custodial platforms and industry‑leading technology (e.g., Wealthscape, eMoney, Envestnet, or Hearsay Social).
• CRM & Systems: Experience navigating CRM software (such as Salesforce or Advisor360) and document management tools.
• Microsoft Office: Strong proficiency in Outlook, Excel, Teams, and OneNote.

Licensing / Registration

• FINRA Registration: Preferred (Series 7 and/or Series 63/65/66).
• Growth Path: Unlicensed candidates must be willing to obtain required registrations if the role evolves into a Registered Practice Specialist position.

Success Metrics

• First 90 Days: Complete training on internal workflows; manage service requests with 100% accuracy; and build foundational trust with advisors through responsiveness.
• 12 Months: Fully integrated as a "life‑long learner" within the team; independently managing high‑volume service activity; and proactively identifying at least one major process improvement to reduce administrative friction.

Compensation & Benefits

• Primary office location will be Center Valley, PA with some hybrid opportunities.
• Base salary: $45,000 – $60,000
• Bonus eligible, based on individual and firm performance