Office Manager, Operations Coordinator (Wealth Management)

Job DescriptionJob DescriptionSenior Office Manager / Operations Coordinator (Wealth Management)Location: Doylestown, PA (Hybrid potential)Employment Type I Full-Time, W-2A well-established, boutique wealth management and financial services firm is seeking a highly experienced, technology-forward Senior Office Administrator to serve as the operational backbone of the organization. This role is critical to supporting wealth advisors, financial planners, and their clients by ensuring seamless day-to-day operations, precise scheduling, reliable technology workflows, and well-documented processes.This position is ideal for an administrative professional with 5+ years of experience in wealth management, financial services, insurance, or professional services who thrives in a fast-paced, detail-oriented environment and enjoys being the connector, coordinator, and stabilizing force across people, systems, and processes.The Senior Office Administrator will act as the “glue” of the firm, partnering closely with advisors, leadership, staff, and external consultants to keep the office, technology, and client experience running smoothly, consistently, and securely.This is a pivotal role within a stable, established wealth management firm where the Senior Office Administrator will have meaningful impact across operations, technology, onboarding, and client experience. The position offers broad exposure across the business, long-term growth potential, and the opportunity to help build and maintain the systems that allow advisors to focus on serving clients.ResponsibilitiesAdvisor & Client SupportProvide high-level administrative and operational support to wealth advisors and financial plannersServe as a primary point of coordination for client-related administrative and operational needsSupport new client onboarding, ongoing service requests, annual reviews, and lifecycle eventsEnsure accurate preparation, processing, organization, and retention of client documentationCoordinate client communications, forms, and follow-ups in alignment with firm workflowsMaintain professionalism, discretion, and confidentiality in all advisor and client interactionsScheduling, Calendar & Meeting ManagementOwn and manage complex, multi-calendar scheduling for advisors and leadershipCoordinate client meetings, annual reviews, internal planning sessions, and external partner callsPrepare meeting logistics including confirmations, agendas, materials, technology setup, and follow-upsTrack review cycles, service timelines, and recurring client touchpointsAct as the central scheduling hub to minimize conflicts and maximize advisor productivityOperations & Office AdministrationOversee daily office operations to ensure smooth, efficient, and compliant business flowManage correspondence, records, digital and physical filing systems, and administrative workflowsCoordinate internal communications and act as a liaison between advisors, staff, and external partnersSupport new employee onboarding, ensuring staff have timely access to systems, tools, and documentationMaintain continuity, institutional knowledge, and operational consistency across the firmProcess Documentation & SOP DevelopmentAssist in documenting and maintaining Standard Operating Procedures (SOPs) for administrative, operational, advisor-support, and role-based workflowsTranslate informal, advisor-specific processes into clear, repeatable, step-by-step documentationMaintain master SOPs, workflow checklists, role summaries, onboarding guides, and process librariesSupport standardization of daily, weekly, quarterly, and annual business processesEnsure documentation remains current as tools, regulations, and workflows evolveTechnology & Systems ManagementServe as a primary administrative owner of the firm’s technology ecosystemConfidently utilize and support the Microsoft 365 environment, including:Outlook (classic) for advanced scheduling and communicationTeams for internal collaboration and file sharingOneDrive and SharePoint for shared drives, firm-wide folders, and role-based accessOneNote for process documentation, SOPs, and knowledge managementMicrosoft Office (Word, Excel, PowerPoint) for client and internal materialsCreate, organize, and maintain shared drives and digital workspaces to ensure:Clear folder structures aligned with firm workflowsConsistent naming conventions and version controlAppropriate role-based permissions and access levelsEasy visibility and usability for advisors and staffSupport administrative workflows within CRM and wealth management-related systems (e.g., SmartOffice or similar platforms)Assist with:System setup, cleanup, and ongoing optimizationUser onboarding and offboarding (access provisioning and removal)Basic troubleshooting and coordination with IT or vendors as neededMaintain master platform inventories, access logs, and password coordination in accordance with security and compliance best practicesPartner with leadership and consultants to identify tool overlap, improve adoption, and reinforce technology usage standardsOnboarding Support (Staff & Clients)Support new employee onboarding, including:System and shared drive accessOrientation to workflows, SOPs, and internal documentationCoordination of training materials and resourcesSupport new client onboarding, ensuring:Required documentation is collected, organized, and stored properlyClient records are created and maintained across systemsOnboarding tasks and milestones are tracked to completionTask Management & Workflow CoordinationSupport internal task and workflow management tools to ensure accountability, visibility, and follow-throughTrack administrative, advisor-support, onboarding, and technology-related tasks to completionAssist in setting up, maintaining, and reinforcing task management standardsHelp ensure cross-functional handoffs are clear, documented, and consistently followedRequired Qualifications5+ years of administrative, operations, or office management experience in wealth management, financial services, insurance, or professional servicesProven experience supporting wealth advisors, financial planners, executives, or client-facing professionalsStrong technical aptitude and confidence managing digital tools and shared environmentsAdvanced working knowledge of Microsoft 365, including SharePoint and OneDriveDemonstrated experience with complex scheduling, calendar management, and coordinationProven ability to document workflows, processes, and proceduresExceptional organizational skills and attention to detailStrong written and verbal communication skillsHigh degree of professionalism, discretion, and confidentialitySelf-directed, dependable, and comfortable in structured, process-driven environmentsPreferred QualificationsExperience in a RIA, broker-dealer, or insurance agencyExposure to CRM, agency management, or wealth management platforms (e.g., SmartOffice, Redtail, Salesforce)Experience supporting SOP creation, onboarding programs, or operational auditsFamiliarity with task or workflow management toolsExperience working in a multi-advisor or transitioning professional services firmKey Competencies & AttributesOperational excellence and continuous improvement mindsetHighly organized, systems-oriented, and detail-focusedTechnologically confident and proactiveStrong time management and prioritization skillsCalm, dependable, and service-orientedTrusted partner to advisors, leadership, and clientsWhat we offer:A dynamic, flexible culture, that promotes collaboration and professional/ personal growth of each team memberTo be a part of a well-established team that values hard work, innovation & knows the value of its peopleCoaching and mentoring, helping team members realize their potential, aiding in defining goals and executing themWe have an aggressive growth strategy, making way for ample advancement opportunities to transition into operations and/or direct managementCompetitive base packageContinuous training - we are firm believers that a strong, knowledgeable, well-trained staff is the reason we are at the top of our field, having continued successCompetitive health-care packageOur goal as leaders is to providevalue, value to our clients, vendors and more importantly to our team – YOU! Looking forward to getting to know you...We are, and work with clients that are equal opportunity employers and considers all applicants for positions without regard to race, color, religion, gender, sexual orientation, age, national origin, disability, veteran status, or any other protected status.