Job description

Operations & Office Manager

This firm is a close, tightly knit team that feels like a family. They work collaboratively to deliver high-quality financial planning services to their clients but are also focused on having fun and enjoying each other’s company. For clients, they work hard to lead them toward a “work optional” lifestyle. This team brings their values to their careers each day: compassion, patience, persistence, professionalism, and a commitment to doing whatever it takes to make things right. Being a talented and trusted advocate for one of life’s most precious and important resources—financial security—is a high honor. Our client is looking for an individual who wants to share in that honor.

This firm is excited to announce a new opportunity for an additional team member to join their team. If you possess experience as an Operations & Office Manager and want to provide a high-quality experience for your teammates and clients, we want to hear from you, so please get in touch today as we would like to meet the very best candidates immediately and put them in touch with our client.

As the Operations & Office Manager, you can expect to:

· Be the face of the firm – welcome and greet clients in a warm and engaging manner

· Meet/assist clients to complete investment and insurance paperwork; ensure all required forms are completed fully, and accurately

· Track new and pending investment business and service requests; when documents are outstanding, update Investment SmartSheets for advisor’s attention to keep business flowing

o Maintain compliance with both FINRA and Broker-Dealer rules & regulations

o Maintain up-to-date organized client files and database records

o Maintain appropriate turnaround time on incoming items (e.g., 24 hours for checks)

o File client statements, correspondence, and agreements completely within five business days

o Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines and/or regulatory requirements

· Verify successful computer system backup weekly

· Maintain CRM system to ensure accuracy and maximize effectiveness of client data collected

· Schedule and confirm client appointments

· Review and complete all invoices for clients and vendors as they come in

· Develop, communicate, and implement effective processes, workflow initiatives, and improvements in the client and staff experience. Update policies and procedures and employee handbook regularly or as necessary

· Coordinate meetings with all staff regarding the operational infrastructure of systems, processes, compliance, and personnel

· Possess high-level understanding of roles and responsibilities of each office position and has the ability to fill in if anyone is out

· Manage, assign, and delegate work and provide feedback to team. Also, be proactive in keeping team apprised of incomplete or unresolved tasks

· Ensure all new employees are transitioned in and out fully and properly

· Provide mentoring and guidance to assist team members with their development; emulate the firm’s mission/vision

· Maintain inventory of all office supplies and materials and recommend equipment purchases which maximize productivity and efficiency

· Ensure office is maintained (HVAC, building maintenance, plumbing, etc.)

· Ensure all individual offices and shared office space are kept clean, neat and professional

· Perform other duties, as needed

Sound appealing? Our client is building a team with people who share their vision and want to add value to clients’ lives. There is an exciting opportunity for an Operations & Office Manager to join the team. The attributes that are sought in a teammate include:

§ Energy and enthusiasm, sense of humor and fun

§ Professionalism, poise, and maturity

§ Insistent attention to detail

§ Sophisticated organizational skills, primarily digital resources (such as calendars, appointments, events, client contact records, images, etc.)

§ Self-directed time management and prioritization capabilities (able to differentiate between matters that should be handled alone versus those that require advisor assistance)

§ Demonstrated integrity, work ethic, and commitment to maintain firm and client confidentiality

§ Fluent verbal and written business communication skills

§ Excellent relationship-building skills, predicated on active listening

§ Motivation to work on varied assignments and achieve results

§ Flexibility and openness to step in and do whatever is needed to support the team; a “no job is beneath me” attitude

§ Proven critical thinking skills, able to identify appropriate resolutions

§ Curiosity to learn and explore technological solutions that bring efficiency

§ Process orientation; the ability to break down complex objectives into discrete steps and tasks to facilitate successful implementation

§ Ability to self-start, take initiative, work independently, be proactive, and learn quickly

§ Aptitude for numerical reasoning; an ability to process numeric information with logic and ease

§ Drive to uphold company processes and policies

§ Team player with strong desire to be a long-term contributing member of the team

Get in touch today so that we can get to know you! If you are a fit for this position, we know that you are interested in more details. Read on! In addition to the above, qualifications for this role include:

§ Minimum 1 year of experience in the financial services industry preferred

§ Minimum 3-5 years of experience working in a similar role required

§ Ability to work in a dynamic environment and adapt to shifting priorities as needed

§ Proficiency in using multiple technology platforms (e.g., MS Office Suite – PowerPoint in particular, CRM, DocuSign, RingCentral, etc.)

§ Familiarity with SmartSheets a bonus; willingness to learn is required

§ Knowledge of the investment/insurance industry, operational processes and terminology highly desirable

§ Demonstrated job stability

Our client firm welcomes a diverse pool of applicants from various backgrounds and urge you to apply to learn more about what the firm offers and see if it might be an attractive fit for both us and you. We look forward to meeting you!

Job Type: Full-time

Pay: $65,000.00 - $70,000.00 per year

Benefits:

• 401(k) matching
• Health insurance
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• San Antonio, TX: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Microsoft Office: 2 years (Required)
• Administrative experience: 2 years (Required)
• financial services: 2 years (Required)

Language:

• English completely fluently (Required)

License/Certification:

• FINRA License (Preferred)

Work Location: One location

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