Remote Operations Associate

The Client Success Associate at Provenance Wealth Advisors plays a critical role in delivering high-quality, proactive support to Financial Advisors while ensuring an exceptional client experience. This position serves as both a vital team member, addressing inquiries, resolving issues, and upholding a high standard of client service. Beyond day-to-day tasks, the role is instrumental in advancing the firm’s global planning process. By managing administrative responsibilities efficiently, the Client Success Associate enables Advisor and Business Manager to dedicate more time to client-facing activities and strategic relationship management. Prepare and process new account paperwork, applications, and documentation. Navigate and maintain proficiency across multiple custodial platforms, including Raymond James, Charles Schwab, Fidelity, and other platforms utilized by the firm. Maintain accurate and complete client and household information within the firm’s CRM, including contact information, account details, relationships, service requests, tasks, and client notes. Process ongoing account maintenance and client service requests, including address and contact changes, beneficiary updates, insurance illustrations, account registration changes, money movement, ACH instructions, distributions, contributions, and other custodial requests. Assist with client meeting preparation of summaries, spreadsheets, applications and engagement letters. Facilitate execution and filing of estate planning documents; coordinate with attorneys to ensure proper document handling and tax ID follow-up. Create and manage electronic client files across various platforms. Prepare and manage electronic signature packages, monitor outstanding documents, follow up with clients, and submit completed paperwork to the appropriate custodian, carrier, or internal department. Track new business, service items, and insurance/investment coordination with internal systems. Serve as a point of contact for clients; respond promptly and professionally to emails, calls, and service requests. Provide a high level of client service to effectively surpass client expectation. Proactively identify and resolve client issues in a timely, service-oriented manner. Act as liaison between clients and third-party advisors such as attorneys. Communicate and collaborate with internal team members to promote a unified client service approach. Meet weekly with Financial Advisor(s) to align on client needs, business tracking, and service opportunities. Collaborate across Firm Units to deliver a seamless client and prospect experience. Demonstrate a team-first mindset by supporting firm culture, strategic cooperation, and shared accountability. Model ethical standards, professionalism, and a high level of service in day-to-day work. This role is based in a professional office environment and routinely uses standard office equipment such as computers, phones, and photocopiers. Occasional travel may be required to attend meetings, conferences, and client engagements. Education/Experience 3-6 years of experience in the financial services industry ~ Experience working with a CRM platform such as Practifi, Salesforce, Wealthbox, Redtail, or similar systems ~ Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint Associate's or Bachelor's degree Experience supporting client service, account opening, or wealth management operations Professional, client-focused approach with a commitment to delivering a high level of service We are dedicated to the principles of equal employment opportunity and affirmative action, and we encourage applications from all qualified individuals regardless of race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic. We believe that a diverse workforce enriches our organization and enhances our ability to meet the needs of our clients and community.