CRM & BUSINESS SYSTEMS ADMINISTRATOR

Job Description

Job Summary

Provenance Wealth Advisors is seeking a CRM & Business Systems Administrator to serve as the firm's subject matter expert for Practifi, Salesforce, and other core business applications. This role is responsible for administering, optimizing, troubleshooting, and continuously improving the technology platforms that support our advisors, operations, and business functions.

The ideal candidate combines strong CRM and business systems experience with excellent problem-solving skills and a passion for improving processes, user adoption, data integrity, reporting capabilities, and operational efficiency. Working closely with stakeholders across the firm, this individual will identify opportunities for enhancement, manage system configurations, support integrations, resolve platform-related issues, and help ensure our technology ecosystem effectively supports business growth and exceptional client service.

Job Duties and Responsibilities

CRM & Business Systems Administration

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• Serve as the primary administrator and subject matter expert for Practifi, Salesforce, and other core business applications utilized by the firm.
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• Configure and maintain system settings, workflows, dashboards, reports, user permissions, page layouts, fields, and related platform functionality.
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• Monitor and improve data quality, data governance standards, and overall system integrity.
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• Troubleshoot system issues, identify root causes, coordinate vendor support when necessary, and implement practical solutions.
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• Partner with business users to identify opportunities for workflow enhancements, automation, process improvements, and increased platform utilization.
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• Support user setup, access management, security permissions, and role-based access requirements.
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• Assist with data imports, exports, validation efforts, data cleanup initiatives, and reporting requests.
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• Support integrations between business systems and help resolve synchronization, reporting, and workflow-related issues.
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• Evaluate and recommend platform enhancements, new functionality, and best practices to improve operational efficiency and user experience.
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• Develop and maintain system documentation, procedures, standards, and knowledge resources.
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Business Applications & Technology Platform Support

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• Support the administration, maintenance, optimization, and adoption of key business applications and technology platforms across the firm.
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• Assist with technology initiatives involving Microsoft 365, Teams, SharePoint, Power BI, DocuSign, custodial platforms, financial planning applications, and future systems adopted by the firm.
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• Develop, maintain, and enhance standard and ad hoc reports, dashboards, data extracts, and operational reporting solutions.
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• Assist with system configuration updates, workflow maintenance, business process improvements, and platform enhancements.
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• Coordinate testing, validation, user feedback, documentation, and post-implementation support for system upgrades, releases, and new solutions.
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• Research system capabilities, product updates, and best practices to identify opportunities for improvement.
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• Track technology issues, enhancement requests, vendor follow-up items, and project-related activities to support timely resolution and communication.
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• Collaborate with Operations, Compliance, Advisory, Investment, and other business teams to improve workflows and reduce manual processes.
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• Assist with vendor management activities, support cases, implementation efforts, and technology-related initiatives.
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Reporting, Data Management & Process Improvement

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• Develop and maintain reports, dashboards, and data-driven insights to support business decision-making.
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• Identify opportunities to improve reporting capabilities, data visibility, and operational effectiveness.
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• Support data governance initiatives and help establish standards for data accuracy, consistency, and integrity.
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• Analyze business processes and recommend technology-driven solutions to increase efficiency and scalability.
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• Partner with department leaders to document workflows, reporting needs, business requirements, and process improvement opportunities.
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• Support firmwide initiatives focused on operational excellence, technology adoption, and continuous improvement.
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AI, Automation & Innovation

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• Support the firm's AI and automation initiatives through platform adoption, user support, testing, documentation, and training efforts.
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• Identify opportunities to improve operational efficiency through automation, reporting enhancements, and approved technology solutions.
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• Assist with the development of user resources, templates, training materials, and best practices related to approved AI and automation tools.
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• Research emerging technologies and make recommendations that may improve productivity, reporting, client service, or employee experience.
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• Participate in the evaluation, testing, and implementation of new technology solutions and enhancements.
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• Support established technology governance practices, usage standards, and related procedures.
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Training, Support & User Adoption

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• Serve as a trusted resource and primary point of contact for business system questions, troubleshooting, workflow guidance, and user support.
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• Provide end-user support for CRM, business applications, reporting platforms, and other approved technology solutions.
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• Develop and deliver training sessions, system demonstrations, and educational materials to improve user knowledge and platform adoption.
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• Create and maintain reference guides, procedural documentation, FAQs, and other support resources.
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• Assist employees and managers in understanding system functionality, reporting capabilities, and business process best practices.
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• Communicate system updates, enhancements, process changes, and platform improvements clearly and effectively.
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• Gather user feedback and identify opportunities to improve training resources, user experience, and overall platform adoption.
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Project Coordination & Technology Initiatives

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• Assist with planning, coordinating, documenting, and supporting technology projects and operational improvement initiatives.
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• Maintain project action items, timelines, status updates, risks, dependencies, and implementation activities.
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• Coordinate testing efforts, collect user feedback, document findings, and support rollout activities.
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• Work with department leaders to define system requirements, reporting needs, and technology objectives.
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• Support new system implementations, platform enhancements, workflow redesigns, and other technology-related initiatives.
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• Perform additional duties and special projects as assigned.
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Qualifications

Required

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• Bachelor's degree or equivalent combination of education and relevant experience.
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• 3+ years of experience supporting, administering, or optimizing CRM platforms, business systems, or technology applications.
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• Salesforce experience.
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• Experience with Practifi or another Salesforce-based CRM platform.
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• Experience troubleshooting business system issues and working with software vendors to resolve complex problems.
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• Strong understanding of reporting, dashboards, workflows, user permissions, and business process improvement.
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• Strong analytical, organizational, and problem-solving skills.
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• Ability to communicate technical concepts effectively to non-technical users.
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• Experience developing system documentation, procedures, training materials, and user guides.
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Preferred

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• Practifi experience within a wealth management, RIA, financial services, banking, or related environment.
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• Experience with Microsoft 365, SharePoint, Teams, Power BI, DocuSign, and workflow automation tools.
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• Experience supporting integrations between CRM and other business applications.
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• Experience leading or supporting technology adoption, system enhancement, or process improvement initiatives.
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Employment Details

Seniority Level

Associate

Industry

Financial Services

Employment Type

Full-Time

Workplace Type

Hybrid / Remote