Operations Coordinator

Department: Operations / Client Service
Reports To: Operations Manager
Status: Full-Time, in-person

Work Hours: Monday – Friday 9 am – 5 pm

Location: Sewickley, PA

The Operations Coordinator plays a critical role in supporting the Operations Manager and the growing Financial Planning team, comprising 5 advisors and 1 paraplanner/trader, by ensuring smooth daily operations, exceptional client service, and accurate administrative execution. This individual will assist with client communications, account processing, meeting preparation, mailings, and data entry, while serving as a key operational support resource for Financial Planners and the Paraplanner.

The ideal candidate is detail-oriented, organized, tech-savvy, and comfortable handling multiple priorities in a fast-paced financial services environment.

• Support the Operations Manager with day-to-day operational tasks.
• Answer incoming phone calls and direct inquiries appropriately.
• Schedule client and prospect meetings for Financial Planners.
• Open and process investment accounts accurately and promptly.
• Prepare, mail, and track client documents and insurance applications.
• Troubleshoot basic office equipment issues (e.g., printer, scanners).
• Maintain accurate client records within CRM and custodial systems.
• Calculating & monitoring client required minimum distributions.
• Other duties as assigned.

• Prepare meeting files and materials for client and prospect meetings.
• Schedule terminated and active 401(k) participants to meet with Financial Planners.
• Coordinate and mail compliance-approved letters to 401(k) participants.
• Assist with client follow-ups and meeting logistics as needed.

• Provide surplus data entry support, including plan updates.
• Assist with the preparation of planning data and internal reports as requested.

• Utilize CRM systems to track client interactions and workflows.
• Proficiently use Microsoft Office Suite (Outlook, Word, Excel).
• Maintain organized digital and physical filing systems.

• Associate’s or Bachelor’s degree preferred (Business, Finance, Administration, or related field).
• Equivalent experience in financial services or office operations will be considered.

• 1–3 years of experience in financial services, office administration, or client service preferred.
• Experience supporting advisors, planners, or operations teams is a plus.

• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and deadlines efficiently.
• Comfortable handling confidential client information.
• Proficient with Microsoft Office Suite.
• Experience with CRM systems (Redtail, preferred).
• Ability to work independently and collaboratively within a team environment.

• Salary Range: $30,000 – $40,000 annually, depending on experience and qualifications.
• Bonus eligibility may be available based on Team performance.
• Benefits include health insurance stipend/reimbursement, retirement plan, paid time off, and professional development opportunities.