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Operations Coordinator

  • On-site
    • Sewickley, Pennsylvania, United States
  • $30,000 - $40,000 per year
  • Butson Financial Advisors LLC

Job description

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

Work Hours: Monday – Friday 9 am – 5 pm

Location: Sewickley, PA

Position Summary

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.

Key Responsibilities

Operations & Client Service Support

  • 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.

Financial Planner Support

  • 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.

Paraplanner Support

  • Provide surplus data entry support, including plan updates.

  • Assist with the preparation of planning data and internal reports as requested.

Systems & Technology

  • Utilize CRM systems to track client interactions and workflows.

  • Proficiently use Microsoft Office Suite (Outlook, Word, Excel).

  • Maintain organized digital and physical filing systems.

Job requirements

Qualifications

Education

  • Associate’s or Bachelor’s degree preferred (Business, Finance, Administration, or related field).

  • Equivalent experience in financial services or office operations will be considered.

Experience

  • 1–3 years of experience in financial services, office administration, or client service preferred.

  • Experience supporting advisors, planners, or operations teams is a plus.

Skills & Competencies

  • 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 & Benefits

  • 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.

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