Commonwealth Financial Network

Virtual Administration Specialist

Job Locations US-CA-San Diego
Job ID
# of Openings
Permanent/ Full-Time


Commonwealth’s Virtual Administration team is a group of focused, highly organized, and service-minded problem solvers who will work directly with Commonwealth’s independent financial advisors and their staff. This team will provide middle office support functions such as document preparation and submission, opening new accounts and updating account information, CRM management, money movement processing, and client support.


Administration Specialists are responsible for understanding various Commonwealth operational systems and helping advisors’ offices to utilize these systems through effective communication and by embracing our Anything but Common® culture and community. As a member of this team you will build strong, trusting relationships with our financial advisors and their staff by using your industry knowledge and critical thinking to provide indispensable support and streamline procedures.


Key responsibilities

  • Working as a virtual member of advisors’ offices, providing support and coordination with other Commonwealth departments on various tasks
  • Assuming ownership of all tasks and inquiries, seeing them through to a timely resolution
  • Serving as the advisors’ initial point of contact for all operational needs and researching or executing each request
  • Using Commonwealth’s CRM platform to enter client data, create and distribute reports/mail merges, prepare materials for client meetings/calls and create workflows to track office procedures
  • Preparing and submitting documentation through Commonwealth’s various technological platforms
  • Creating and maintaining client accounts and explaining document requirements for various account actions
  • Submitting disbursement requests, following up on check deposits and working with partner departments to resolve any issues or expedite urgent matters
  • Monitoring alerts and action items required from an advisor’s office then proactive reaching out to advisors on time sensitive activities
  • Building relationships with our financial advisors and their staff by consistently providing the highest level of customer service
  • Collaborating with various internal Operations teams across the firm to research and resolve complex issues

Core strengths

  • Outstanding interpersonal skills with the ability to build and foster relationships
  • A passion for providing indispensable customer service
  • Detail oriented approach to task execution
  • Superior problem-solving skills
  • Ability to learn, understand, and apply new information quickly
  • Ability to communicate complex information clearly and simply
  • Strong prioritization and time management skills
  • Fiercely intuitive thinker with the ability to piece together multiple concepts in order to resolve complex problems
  • Highly refined organization skills with the aptitude to use multiple systems, listen actively, and communicate at the same time
  • Consistently positive attitude with a strong desire to help others
  • A desire to help forge the way, and support changes as necessary, as a part of a new department

Additional skills and knowledge

  • 2 years experience working with in a financial advisory firm preferred
  • Highly proficient in Microsoft Word, Excel, Outlook
  • Experience with CRM applications preferred
  • Experience working in a virtual/remote capacity preferred

Please note: Commonwealth is legally able to offer remote employment to candidates residing in the following states only: MA, RI, NH, FL, TX, and CA. 


Have we piqued your curiosity? Can you see yourself thriving in this opportunity? Let’s introduce ourselves.


Picture Yourself Here  

Imagine keeping company with big thinkers and even bigger doers who share a common purpose to make a profound difference. Figure in an experience-it-to-believe-it culture, massive growth potential, and benefits galore, and you get the full impression. 


We are committed to providing a supportive, equitable environment where you can bring your full, authentic self to your work every day and truly thrive in meaningful ways—personally and professionally. At Commonwealth, everyone plays a part in our success story. And in building a more diverse and inclusive workplace, we are broadening our perspectives and capabilities. Together, our potential is limitless. We invite you to join us on the path to a brighter future!


About Commonwealth  

Commonwealth Financial Network, Member FINRA/SIPC, a Registered Investment Adviser, provides a suite of business solutions that empowers more than 2,000 independent financial advisors nationwide. J.D. Power ranks Commonwealth “#1 in Independent Advisor Satisfaction Among Financial Investment Firms, Eight Times in a Row.” Privately held since 1979, the firm has headquarters in Waltham, Massachusetts, and San Diego, California.   


Turning our advisors into raving fans starts by doing the same for our employees. We foster an environment of excellence, growth, rewards, and fun in equal measure, so our employees genuinely enjoy coming to work. Our refreshing workplace culture has earned us 43 Best Place to Work awards—and counting.   


The Fine Print  

We care about your online safety as a prospective employee and encourage you to exercise caution when responding to job postings online. Commonwealth will never ask potential hiring candidates to pay or transfer funds as a precondition of interviews or employment, nor will we authorize recruiters or agents to do so on our behalf.  


Commonwealth is an equal opportunity employer, making intentional efforts to source the very best talent from all backgrounds.


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