Portfolio Administrator

Instrumental Wealth is a rapidly growing, fee-only Registered Investment Advisory (RIA) firm providing comprehensive financial planning and investment management. With over $540 million in client assets and a strong commitment to core values—Authenticity, Exceptionalism, Green & Growing, Integrity, and Fun—we offer an exciting opportunity to join a collaborative, client-focused team.

A Portfolio Administrator for Instrumental Wealth is a critical support role that manages client investment databases, processes trades, and reconciles cash flows. Reporting directly to the Chief Investment Officer, a Portfolio Administrator maintains the firm’s portfolio allocation in the various systems and ensures client accounts align to the assigned model portfolio. This role is expected to become a subject-matter expert as it relates to the portfolio management system, trade execution, and cashflow maintenance.

We are seeking a proactive leader who can take ownership of this area, drive initiatives forward, and provide clear direction across projects and priorities. The ideal candidate will be comfortable making decisions, identifying opportunities for improvement, and leading with accountability and initiative.

• Trading Systems Management – Monitor and manage contributions, tax-loss harvesting opportunities, rebalance opportunities, and recurring investment activity. Maintain trading system integrity, including portfolio assignments, model mappings, and data feeds. Execute dollar-cost averaging strategies, recurring cash raises, and set-aside cash requests.
• Trade Execution & Settlement – Execute and settle daily trades across client accounts, including equities, ETFs, mutual funds, and other securities. Process rebalances, model changes, periodic contribution investments, and advisor-directed trades. Execute trades in accordance with Client Relationship Management (CRM) system tasks, workflows, and documented trade instructions. Monitor cash flows to ensure sufficient liquidity for trading, withdrawals, fees, and other account activity.
• Cash Monitoring & Management – Perform daily monitoring and reconciliation of cash balances across all custodians and portfolio management systems. Proactively identify cash shortages or excesses and coordinate appropriate trading or funding actions.
• Portfolio & Model Management – Monitor and maintain model portfolio infrastructure within designated portfolio and trading systems. Assist with implementation of model updates and ensure accurate application across client accounts.
• Alert Monitoring & Issue Resolution – Review alerts and notifications from custodians and portfolio management systems. Investigate and resolve exceptions related to trades, cash balances, restrictions, or system discrepancies in a timely manner.
• Compliance & Controls – Ensure all trading activity adheres to internal policies, client investment guidelines, and regulatory requirements. Maintain accurate documentation of trades, cash activity, and exception handling to support audits and compliance reviews.
• Coordination & Communication – Collaborate closely with advisors, operations, and compliance teams to confirm trade intent and resolve issues. Communicate with custodians and vendors regarding trade settlement, cash movements, and system-related matters.

• Bachelor’s degree in Finance, Accounting, Business Administration, or equivalent professional experience.
• Minimum of 5 years of active trading experience managing client accounts across individual stocks, bonds, ETFs, and model-based portfolios; direct indexing experience preferred.
• Strong working knowledge of RIA custodial and trading platforms, including Orion Advisor Solutions suite, ASTRO and Eclipse; experience with Fidelity/Wealthscape, and Pontera preferred.
• Advanced understanding of investment account registration types, brokerage account features, and managed account attributes.
• Proficiency in portfolio accounting systems, financial software, and Microsoft Excel, Outlook, and SharePoint.
• Working knowledge of SEC and FINRA regulatory requirements related to trading and portfolio activity.
• Demonstrated ability to manage…