Practice Operations Manager

Vista Wealth Solutions; Upton (PA); On-site; USD 65,000 - 90,000; Full time

Job summary

Vista Wealth Solutions in the United States is seeking a highly organized Practice Operations Manager to serve as the operational backbone of our wealth management practice. This role blends operations, advisor support, and client service to ensure a smooth, compliant client experience.

The successful candidate will oversee end-to-end workflows, maintain critical systems, and collaborate with advisors to improve processes while delivering exceptional service to every client interaction.

Qualifications

• 2+ years of experience in wealth management, broker-dealer operations, financial services support, or a related administrative role.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities while maintaining a high degree of accuracy.
• Professional communication and client service skills.
• Proficiency with Microsoft Outlook, Excel, Teams, and OneNote.
• Experience with CRM systems such as Salesforce or Advisor360.
• Comfortable learning new technology and navigating multiple systems.

Responsibilities

• Drive Business Operations: manage the administrative lifecycle of investment, insurance, and fee-based planning business, including applications, transfers, account maintenance, and service requests.
• Maintain Critical Systems & Data: own the accuracy and maintenance of CRM and firm operating systems, perform audits and quality reviews.
• Support Advisor Productivity: manage advisor calendars, prepare meeting materials, and coordinate follow-up tasks and action items.
• Deliver Outstanding Client Support: serve as primary contact for clients, advisors, and industry partners; resolve requests promptly.
• Continuously Improve Processes: identify opportunities to streamline workflows and reduce administrative friction; contribute to operational excellence.

Skills

Strong organizational skills

Attention to detail

Professional communication

Client service skills

Multitasking

Education

Bachelor's degree or equivalent professional experience

Tools

Microsoft Outlook

Excel

Teams

OneNote

Salesforce

Advisor360

Job description

Practice Operations Manager

We're seeking a highly organized and proactive Practice Operations Manager to serve as the operational backbone of our financial planning and wealth management practice. This role combines business operations, advisor support, and client service to help deliver an exceptional experience while ensuring the practice runs efficiently and compliantly.

The ideal candidate is detail-oriented, systems-minded, and thrives in a fast-paced environment. You enjoy creating order from complexity, managing competing priorities, and finding ways to improve processes. You genuinely care about helping clients and supporting the success of the team. Most importantly, you take ownership and follow through.

What You'll Do

Drive Business Operations

• Manage the administrative lifecycle of investment, insurance, and fee-based planning business, including applications, transfers, account maintenance, and service requests.
• Ensure all client documentation is complete, accurate, and compliant.
• Track business through completion and proactively resolve outstanding requirements.

Maintain Critical Systems & Data

• Own the accuracy and maintenance of CRM and firm operating systems.
• Perform regular audits and quality reviews to ensure data integrity and compliance.
• Support reporting, business tracking, and workflow management efforts.

Support Advisor Productivity

• Manage advisor calendars, appointments, and workflow priorities.
• Prepare meeting materials, paperwork, and client review packages.
• Process notes after meetings to capture critical data and action items.
• Coordinate follow-up tasks and ensure commitments are completed on time.
• Serve as a delegate for advisor communications, prioritizing incoming requests, coordinating follow-up activities, and ensuring client and operational needs are addressed promptly.

Deliver Outstanding Client Support

• Serve as a primary point of contact for clients, advisors, and industry partners.
• Resolve administrative requests and outstanding requirements promptly.
• Help create a seamless, professional service experience for every client interaction.

Continuously Improve Processes

• Identify opportunities to streamline workflows and increase efficiency.
• Recommend and implement improvements that reduce administrative friction.
• Contribute to a culture of operational excellence and client service.

What Makes You a Great Fit

Required Experience

• 2+ years of experience in wealth management, broker-dealer operations, financial services support, or a related administrative role.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities while maintaining a high degree of accuracy.
• Professional communication and client service skills.
• Proficiency with Microsoft Outlook, Excel, Teams, and OneNote.
• Experience with CRM systems such as Salesforce or Advisor360.
• Comfortable learning new technology and navigating multiple systems.

Preferred Qualifications

• Bachelor's degree or equivalent professional experience.
• FINRA SIE, Series 6 or 7 or willingness to obtain licensing