Practice Operations Specialist-HYBRID

Allegheny Financial Group; Pittsburgh (Allegheny County); Hybrid; USD 55,000 - 82,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability coverage

401K plan

Paid time off

Free parking

Job summary

Allegheny Financial Group seeks a Practice Operations Specialist to support advisors by managing documentation, coordinating workflows and preparing meeting materials. This role emphasizes CRM data integrity and a seamless client service experience in a hybrid Pittsburgh setting.

With at least 2 years in financial services operations, you will maintain CRM records, prepare onboarding documents, and coordinate partner workflows while protecting confidentiality and accuracy.

Qualifications

• 2+ years in financial services/wealth operations or similar.
• Associate or bachelor's degree preferred.
• Strong detail orientation and multitasking ability.
• Experience with CRM and document management systems.
• Proficient in Microsoft Office (Outlook/Excel/Word/Teams).
• Ability to handle confidential information with judgment.

Responsibilities

• Prepare client meeting materials, reports, and documentation.
• Coordinate scheduling and logistics for client meetings.
• Monitor advisor calendars and ensure readiness for meetings.
• Prepare reports for electronic, mail, and in-person delivery.
• Maintain CRM records and data quality reviews.
• Route and process onboarding documents and forms.
• Support workflows and share documentation with partners.

Skills

CRM systems

Documentation management

Time management

Attention to detail

Education

Associate degree

Bachelor's degree

Tools

CRM software

Microsoft Office

Office 365

Job description

Description

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.

Key responsibilities include:

Practice Operations Support:

• 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.

Operations, Documentation & Data Management:

• 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.

Partner & Workflow Coordination:

• 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.

Requirements

You might be a great match if you have:

• 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.

What AFG Offers:

• A comprehensive benefits package that includes medical (2 plan options), dental, vision, core and buy-up life insurance, short and long-term disability coverage and company funded flexible spending accounts.
• Generous paid time off program.
• A best-in-class 401K plan with online planning and reporting tools.
• Wellness program with additional time off rewards.
• Easily accessible office with free parking for onsite days.

Allegheny Financial Group, is an SEC-registered investment advisory firm that offers clients guidance in every aspect of their financial life, including financial planning, portfolio management, market analysis, risk management, and business and estate planning. As a firm that pioneered financial planning in Pittsburgh, Allegheny has earned clients' trust for over 49 years with a high degree of personal attention combined with specialized knowledge, an integrated team-based approach, and first-class market research. For more information, go to Allegheny Financial Group