Office Manager, Operations Coordinator (Wealth Management)

Senior Office Manager / Operations Coordinator (Wealth Management)

Location: Doylestown, PA (Hybrid potential)

Employment Type I Full-Time, W-2

A 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.

Responsibilities

Advisor & Client Support

• Provide high-level administrative and operational support to wealth advisors and financial planners
• Serve as a primary point of coordination for client-related administrative and operational needs
• Support new client onboarding , ongoing service requests, annual reviews, and lifecycle events
• Ensure accurate preparation, processing, organization, and retention of client documentation
• Coordinate client communications, forms, and follow-ups in alignment with firm workflows
• Maintain professionalism, discretion, and confidentiality in all advisor and client interactions

Scheduling, Calendar & Meeting Management

• Own and manage complex, multi-calendar scheduling for advisors and leadership
• Coordinate client meetings, annual reviews, internal planning sessions, and external partner calls
• Prepare meeting logistics including confirmations, agendas, materials, technology setup, and follow-ups
• Track review cycles, service timelines, and recurring client touchpoints
• Act as the central scheduling hub to minimize conflicts and maximize advisor productivity

Operations & Office Administration

• Oversee daily office operations to ensure smooth, efficient, and compliant business flow
• Manage correspondence, records, digital and physical filing systems, and administrative workflows
• Coordinate internal communications and act as a liaison between advisors, staff, and external partners
• Support new employee onboarding , ensuring staff have timely access to systems, tools, and documentation
• Maintain continuity, institutional knowledge, and operational consistency across the firm
• Process Documentation & SOP Development
• Assist in documenting and maintaining Standard Operating Procedures (SOPs) for administrative, operational, advisor-support, and role-based workflows
• Translate informal, advisor-specific processes into clear, repeatable, step-by-step documentation
• Maintain master SOPs, workflow checklists, role summaries, onboarding guides, and process libraries
• Support standardization of daily, weekly, quarterly, and annual business processes
• Ensure documentation remains current as tools, regulations, and workflows evolve

Technology & Systems Management

• Serve as a primary administrative owner of the firm's technology ecosystem
• Confidently utilize and support the Microsoft 365 environment , including:
• Outlook (classic) for advanced scheduling and communication
• Teams for internal collaboration and file sharing
• OneDrive and SharePoint for shared drives , firm-wide folders, and role-based access
• OneNote for process documentation, SOPs, and knowledge management
• Microsoft Office (Word, Excel, PowerPoint) for client and internal materials
• Create, organize, and maintain shared drives and digital workspaces to ensure:
• Clear folder structures aligned with firm workflows
• Consistent naming conventions and version control
• Appropriate role-based permissions and access levels
• Easy visibility and usability for advisors and staff
• Support administrative workflows within CRM and wealth management-related systems (e.g., SmartOffice or similar platforms)
• Assist with:
• System setup, cleanup, and ongoing optimization
• User onboarding and offboarding (access provisioning and removal)
• Basic troubleshooting and coordination with IT or vendors as needed
• Maintain master platform inventories, access logs, and password coordination in accordance with security and compliance best practices
• Partner with leadership and consultants to identify tool overlap, improve adoption, and reinforce technology usage standards

Onboarding Support (Staff & Clients)

• Support new employee onboarding , including:
• System and shared drive access
• Orientation to workflows, SOPs, and internal documentation
• Coordination of training materials and resources
• Support new client onboarding , ensuring:
• Required documentation is collected, organized, and stored properly
• Client records are created and maintained across systems
• Onboarding tasks and milestones are tracked to completion

Task Management & Workflow Coordination

• Support internal task and workflow management tools to ensure accountability, visibility, and follow-through
• Track administrative, advisor-support, onboarding, and technology-related tasks to completion
• Assist in setting up, maintaining, and reinforcing task management standards
• Help ensure cross-functional handoffs are clear, documented, and consistently followed

Required Qualifications

• 5+ years of administrative, operations, or office management experience in wealth management, financial services, insurance, or professional services
• Proven experience supporting wealth advisors, financial planners, executives, or client-facing professionals
• Strong technical aptitude and confidence managing digital tools and shared environments
• Advanced working knowledge of Microsoft 365, including SharePoint and OneDrive
• Demonstrated experience with complex scheduling, calendar management, and coordination
• Proven ability to document workflows, processes, and procedures
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• High degree of professionalism, discretion, and confidentiality
• Self-directed, dependable, and comfortable in structured, process-driven environments

Preferred Qualifications

• Experience in a RIA, broker-dealer, or insurance agency
• Exposure to CRM, agency management, or wealth management platforms (e.g., SmartOffice, Redtail, Salesforce)
• Experience supporting SOP creation, onboarding programs, or operational audits
• Familiarity with task or workflow management tools
• Experience working in a multi-advisor or transitioning professional services firm

Key Competencies & Attributes

• Operational excellence and continuous improvement mindset
• Highly organized, systems-oriented, and detail-focused
• Technologically confident and proactive
• Strong time management and prioritization skills
• Calm, dependable, and service-oriented
• Trusted partner to advisors, leadership, and clients

What we offer:

• A dynamic, flexible culture, that promotes collaboration and professional/ personal growth of each team member
• To be a part of a well-established team that values hard work, innovation & knows the value of its people
• Coaching and mentoring, helping team members realize their potential, aiding in defining goals and executing them
• We have an aggressive growth strategy, making way for ample advancement opportunities to transition into operations and/or direct management
• Competitive base package
• Continuous 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 success
• Competitive health-care package
• Our goal as leaders is to provide value , 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.