Operations & Office Coordinator

Operations Specialist

The Operations Specialist keeps M1's day-to-day running smoothly behind the scenes. This is a hands-on, execution-focused role built for someone who takes pride in doing the details well. This means managing the office environment, processing mail, and supporting legal and compliance tasks. There's no ambiguity here: you'll know exactly what needs to get done, and success means doing it consistently and reliably.

Operations Support:

• Receive, sort, and distribute incoming mail and correspondence daily
• Facilitate all outgoing mail
• Process and log incoming checks, including preparing deposits and maintaining accurate records
• Scan and index documents into internal systems in accordance with recordkeeping requirements
• Route items requiring action to the appropriate team or department in a timely manner
• Assist with general administrative and operational tasks as directed by the operations team
• Support document retention and filing processes in compliance with firm policies
• Respond to basic internal requests and serve as a point of contact for mail and check-related inquiries
• Identify and escalate items requiring special handling, including regulatory mail or time-sensitive correspondence

HR/Office Support:

• Serve as the primary point of contact for day-to-day office operations, ensuring the space is clean, organized, and fully functional
• Manage overall office appearance, including wiping down desks and whiteboards, washing dishes, tidying common areas, and preparing meeting rooms
• Order office supplies, track inventory, and keep the office (including the beverage refrigerator) stocked and the supply closet organized; perform occasional supply runs
• Manage relationships with building management, vendors, and service providers including cleaning, maintenance, security, and supplies
• Coordinate maintenance requests, repairs, and space improvements
• Provide scheduling coordination support for executives

Legal & Compliance Support:

• Conduct electronic communication reviews following established procedures
• Support document repository cleanup, scanning, and organization
• Provide general legal and compliance administrative and operations support including preparing subpoenas, Asana and Sharepoint administration, document control, legal holds, invoice review, mailing, and servicing
• Serve as a Notary (or obtain notary certification)

Salary range - 40,000-50,000 USD annual

Qualifications

• Experience in office administration, facilities coordination, or operations support - you've owned a physical space before and know what it takes to keep it running
• Strong organizational skills with the ability to manage multiple competing priorities without dropping the ball
• Discretion and professionalism when handling sensitive materials, including legal documents, compliance records, and financial mail
• Comfort working independently in a fast-paced, remote-forward environment where you're often setting your own priorities for the day
• Notary certification or willingness to obtain one
• Reliable, detail-oriented, and proactive. You spot what needs to be done before someone asks
• Excellent communication skills for coordinating with vendors, building management, and internal stakeholders
• Ability to maintain and follow established procedures precisely, particularly for compliance-sensitive tasks

Additional Information

Our Values

Our team embodies our ten core principles and if these principles speak to you we'd love to talk with you.

• Mission driven Wealth expands what life can be. We exist to help people build it, optimizing with intelligence and precision so their resources become fuel for possibility. This is work worth doing.
• Extreme ownership We own outcomes, not just tasks. When something affects our clients, teammates, or shareholders, we take full responsibility. No excuses, no finger-pointing, no waiting for someone else to act.
• Boldness Thinking small is a self-fulfilling prophecy. We set ambitious goals because they inspire ambitious results. We would rather fail at something meaningful than succeed at something trivial.
• Ruthless prioritization Our ambition will always exceed our capacity. We say no to good ideas so we can pursue great ones, and we use time as a constraint that forces the choice. Generous timelines don't prevent delays; they invite sprawl.
• Integrity We tell the truth: to clients, to each other, to ourselves. We are direct about trade-offs, honest about risks, and unapologetic about what we believe. Trust is earned through clarity, not comfort.
• Effectiveness Intelligence and leverage are how we do more with less. We care about results, not activity. Whatever it takes to deliver, whether that demands disciplined process or resourcefulness.
• Team over self We achieve more together than alone. We hire people who elevate others, we share credit generously, and we treat a teammate's problem as our own.
• Transparency We share information openly, communicate simply, and provide the context people need to make good decisions fast. No hoarding, no politics, no spin.
• Momentum Perfection is a direction, not a destination. Crawl, walk, run, sprint. We make consistent progress with the speed and precision a financial institution demands.
• Resilience Big goals come with setbacks. Markets turn, plans break, timelines slip. We adapt without losing resolve, treating obstacles as problems to solve rather than reasons to quit.

Our Perks

• Competitive Pay and Stock Options
• Comprehensive health, dental, vision, disability, and life insurance
• Retirement benefit with employer match
• Unlimited PTO
• Transparent and open communication with leadership

M1 is an equal opportunity employer and values diversity across the company. M1 does not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Softbank Investment Advisers