Office Manager

Position Summary
The Office Manager is responsible for overseeing the day-to-day administrative and operational functions of a small financial advisory practice. This role serves as the central point of coordination for client service, office administration, compliance support, scheduling, and business operations. The ideal candidate is highly organized, detail-oriented, client-focused, and capable of managing multiple priorities in a professional and confidential environment.
Key Responsibilities
Office Administration & Operations

• Manage daily office operations to ensure an efficient and professional work environment.
• Maintain office systems, supplies, equipment, and vendor relationships.
• Develop and improve administrative processes and workflows.
• Coordinate office maintenance, technology support, and facility needs.
• Maintain business records and documentation in accordance with firm policies.

• Serve as the first point of contact for clients, prospects, and business partners.
• Assist with scheduling client meetings, reviews, and appointments.
• Prepare client meeting materials and ensure all required documentation is complete.
• Respond to client inquiries and coordinate follow-up requests.
• Maintain accurate client records within the firm's CRM and document management systems.
• Deliver a high level of professionalism and client care.

• Assist advisors with onboarding new clients and processing account paperwork.
• Coordinate account transfers, beneficiary updates, and service requests.
• Track outstanding paperwork and ensure timely completion.
• Support advisors in preparing reports, presentations, and client communications.
• Assist with event planning, seminars, and client appreciation activities.

• Support compliance procedures and documentation requirements.
• Maintain confidential client information and ensure proper record retention.
• Assist with audits, regulatory reviews, and compliance reporting as needed.
• Monitor administrative processes to ensure adherence to firm policies and industry regulations.

• Manage accounts payable, vendor invoices, and office expenses.
• Onboarding and training of new staff.

• Associate's degree or equivalent work experience.
• 3+ years of office management, administrative management, or client service experience.
• Strong organizational and project management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with discretion.
• Strong attention to detail and accuracy.

• Experience in a financial advisory, wealth management, banking, insurance, or professional services environment.
• Familiarity with CRM systems and financial services software.
• Knowledge of basic compliance and regulatory requirements within financial services.
• Experience supporting senior executives or financial advisors.

• Client Service Excellence
• Organization and Time Management
• Attention to Detail
• Professional Communication
• Problem Solving
• Initiative and Accountability
• Technology Proficiency
• Confidentiality and Integrity

• Office-based.
• Frequent interaction with clients, advisors, and business partners.
• Ability to manage multiple priorities in a fast-paced, service-oriented environment.

• Competitive salary based on experience.
• Paid time off and holidays.
• Retirement plan eligibility.
• 401(k) / Profit Sharing eligibility.
• Group health , vision and dental.