Office Operations Coordinator

Job Description

Job Description

Who We Are

SGL Financial is an established wealth management and financial planning firm serving the Buffalo Grove and Chicago area for more than 22 years.

We oversee approximately $650 million in assets and proudly serve more than 850 families through our comprehensive wealth management, retirement planning, investment management, and insurance planning services.

Our mission and core beliefs guide everything we do:

• Our clients' financial security and peace of mind are always our #1 focus
• Exceptional service, responsiveness, and attentiveness are non-negotiable
• A passion for financial planning and helping others is at the heart of everything we do
• Relationships matter most. Our clients become part of our extended family

We provide a stable, growing organization with proven systems, strong leadership, advanced technology, marketing support, and a collaborative team environment that allows advisors to focus on what they do best: helping clients make confident financial decisions.

Position Overview:

This is a hands-on role focused first and foremost on office management and day-to-day business operations, with additional responsibility for coordinating the firm's technology needs and supporting certain compliance functions.

This person will play an important role in keeping our office organized, functional, and running smoothly. You'll coordinate vendors, facilities, supplies and equipment, employee workspaces, operational projects, and internal processes while serving as a go-to resource when something needs attention or follow-through.

You'll also provide first-line support for common technology issues and help coordinate IT and compliance-related needs with the appropriate internal or outside resources.

We're looking for someone who is highly organized, resourceful, comfortable with technology, and naturally takes ownership. If something isn't working, needs to be ordered, followed up on, documented, coordinated, or simply figured out, this is often the person who will help make it happen.

What You'll Do: 

Office Management & Day-to-Day Operations

A significant part of this role is making sure the physical office and everyday operational needs of the firm are well managed.

• Oversee the day-to-day organization and functionality of the office.
• Monitor office, kitchen, printing, and shared supplies and coordinate purchasing and replenishment.
• Coordinate office maintenance, cleaning, repairs, furniture, equipment, and other facility needs.
• Serve as a primary point of contact for applicable office vendors and building management.
• Schedule and coordinate vendor visits, service appointments, repairs, deliveries, and installations.
• Track outstanding vendor and facility requests through completion.
• Coordinate employee workspace setups, relocations, and office changes, including desks, furniture, monitors, equipment, and supplies.
• Monitor shared office equipment and coordinate troubleshooting, service, repair, or replacement when needed.
• Assist with physical office needs related to company meetings, employee activities, events, and special projects.
• Identify office or operational issues before they become larger problems and proactively coordinate solutions.
• Maintain applicable office schedules, checklists, vendor information, and internal documentation.
• Help ensure the overall office environment remains professional, organized, functional, and ready to support employees and clients.

Operations, Projects & Process Improvement

Beyond the physical office, this role helps keep operational work moving across the firm.

• Respond to day-to-day operational questions, requests, and workflow issues.
• Coordinate operational projects from initial request through completion, keeping track of deadlines, dependencies, follow-up items, and next steps.
• Work across departments, management, and outside vendors to coordinate information and action items.
• Maintain organized task and project tracking rather than allowing assignments to live solely in email or Teams.
• Identify recurring issues, inefficient processes, duplicated work, or unclear ownership and help develop practical solutions.
• Create and maintain internal Process Checklists (PCLs), procedures, checklists, and reference materials.
• Help implement new company processes, systems, workflows, and procedures.
• Generate, organize, and format recurring and ad hoc operational reports.
• Support our internal CRM system and Knowledge Base, including documentation updates, article review cycles, and QA testing of new features.
• Help establish consistent processes and documentation as the firm continues to grow and evolve.

IT & Technology Support

This position serves as an internal coordinator and first line of support for everyday technology needs. It is not intended to replace our outsourced IT provider.

• Provide initial troubleshooting for common hardware, software, login, connectivity, printer, phone, and application issues.
• Help employees with Microsoft 365 applications, including Outlook and Teams, as well as Fireflies.ai, 8x8, Zoom, and other company platforms.
• Determine when an issue can be resolved internally and when it should be escalated to our outsourced IT provider or software vendor.
• Coordinate with IT and technology vendors and track open issues through resolution.
• Assist with technology onboarding and offboarding, including equipment setup, application access, account changes, and returned equipment.
• Maintain technology assets, equipment, software, vendor, contract, and renewal information.
• Coordinate approved hardware purchases, replacements, setup, and deployment.
• Support employee technology training and firmwide adoption of company systems.
• Coordinate and track required cybersecurity training.
• Assist with technology upgrades, migrations, implementations, and other special projects as needed.

Compliance Coordination & Administrative Support

This role also provides administrative and coordination support for the firm's compliance program. It is not a compliance officer position and does not require the individual to independently interpret regulatory requirements.

• Maintain and monitor the firm's compliance calendar, open items, recurring requirements, and assigned projects.
• Track deadlines, documentation requests, and deliverables and follow up with the appropriate individuals as needed.
• Coordinate information between internal employees, management, our outside compliance resources, and IT vendors when necessary.
• Assist with maintaining compliance procedures, checklists, documentation, and Compliance Manual updates.
• Support periodic user-access reviews and related access-control documentation.
• Assist with compliance-related projects, audits, documentation requests, and remediation items as assigned.
• Escalate questions requiring compliance interpretation or approval to the appropriate management or compliance resource.

What We're Looking For

The right person for this role is someone who likes being the person others can count on to keep things organized, solve everyday problems, and make sure nothing falls through the cracks.

You should be:

• Highly organized with excellent attention to detail and follow-through.
• Proactive and comfortable taking ownership without needing every next step spelled out.
• Able to manage multiple projects, requests, vendors, and priorities at the same time.
• Resourceful and willing to research, troubleshoot, ask questions, and find solutions.
• Comfortable with technology and confident learning new software and systems.
• A strong communicator who can work effectively with employees, management, and outside vendors.
• Process-minded, with an eye for inefficiencies and opportunities to improve how work gets done.
• Comfortable creating clear written procedures, checklists, and internal documentation.
• Able to recognize when something can be handled independently and when it needs to be escalated.
• Dependable, responsive, and willing to jump into the everyday needs of a busy office.
• Comfortable in an environment where priorities can shift and no two days look exactly the same.

Qualifications

• Prior experience in office management, business operations, administrative operations, project coordination, or a similar role.
• Strong organizational, prioritization, and project-management skills.
• Strong working knowledge of Microsoft 365, particularly Outlook and Teams.
• General technical aptitude and comfort troubleshooting common software, hardware, and user issues.
• Strong written and verbal communication skills.
• Experience coordinating outside vendors, service providers, facilities, or office-related projects.
• Ability to work with sensitive or confidential business information and exercise appropriate discretion.
• Experience in financial services, wealth management, an RIA, or another professional-services environment is a plus, but not required.
• Experience working with outsourced IT providers, compliance consultants, or other third-party professional resources is also a plus.

The Perks:

We believe that taking care of our team is the foundation of a strong, thriving organization. We are committed to supporting your well‑being, professional growth, and long‑term success. Our compensation and benefits package are designed to reward your contributions and help you build a fulfilling career.

Compensation & Growth:

• Competitive base salary with team-based bonus structure
• Clear career growth and advancement opportunities
• Mentoring and hands‑on guidance from management and leadership
• A strong commitment to continuous learning - after six months of employment, the company regularly sponsors industry‑related designations, certifications, and educational programs that are relevant to your professional development
• Supportive, family‑oriented company culture that values collaboration and personal development

Work–Life Balance

• Paid Time Off (PTO) – Begins at 20 paid days per year, with an accrual system based on tenure and years of service
• Paid Holidays – Office closures on federal holidays and stock market closure dates, including: New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Christmas Day

Business hours that support work–life balance:

• Mon–Thurs: 9:00 AM – 5:00 PM
• Fri: 9:00 AM – 2:30 PM once high‑priority tasks are completed
• Paid lunch hour

Flexible Work Options

• Family Flex Work-From-Home Program – After 90 days of employment, Employees accrue two (2) flexible work-from-home days per month, which may be used as needed to support family, personal, or life events while maintaining business responsibilities.
  

Health & Wellness Benefits

• Health and dental insurance available, with the company covering 70% of employee premium costs
• Vision insurance available
• Spouse and dependent coverage available at employee expense
• 401(k) retirement plan with company matching eligibility begins after six months of employment

Office Perks That Make Every Day Better

• Unlimited snacks and beverages available in the office
• Complimentary Starbucks coffee machine to keep you energized
• Warm, welcoming work environment where contributions are recognized and appreciated
• Team bonding events, including monthly company-paid lunches, company outings, and happy hours

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
  
• Paid time off
• Vision insurance

About the Role

This is a role for someone who genuinely enjoys operations and being at the center of what keeps an office running well.

On any given day, you might be coordinating a furniture delivery, resolving an office issue, following up with a vendor, setting up a workspace for a new employee, documenting a new process, troubleshooting a Teams problem, organizing an operational project, or helping track down information needed for a compliance deadline.

Success in this position isn't about being an expert in every area. It's about noticing what needs attention, taking ownership of it, involving the right people when necessary, and following it through until it's actually done.

For someone who enjoys variety, problem-solving, organization, and being involved in many different areas of a business, this is an opportunity to become a key part of the day-to-day operations of a rapidly growing wealth management firm.