Office Manager & HR Coordinator

Location: Nashville/Brentwood, TN

Position Type: Full-Time

Salary Range: $85,000–$110,000 + Annual Bonus Opportunity

About HFR

HFR is a leading provider of hedge fund and alternative investment data, indices, research, and analytics serving institutional investors worldwide. For more than three decades, HFR has delivered independent performance benchmarks, market intelligence, and industry insights to investors, asset managers, consultants, and financial institutions globally.

Position Overview

HFR is seeking a highly organized, detail-oriented, and people-focused Office Manager & HR Coordinator to oversee office operations and support the company’s human resources functions.

This role combines office management, employee administration, recruiting coordination, benefits administration, vendor management, HR compliance responsibilities, and family office administrative support. The successful candidate will play an important role in supporting employees, maintaining an efficient workplace, assisting executive leadership, and helping manage a variety of business and personal administrative matters with professionalism and discretion.

The ideal candidate is proactive, professional, highly organized, and comfortable balancing multiple responsibilities in a dynamic environment while handling sensitive information with confidentiality.

Key Responsibilities

Office Operations & Administration

• Manage day-to-day office operations and administrative activities.

• Serve as the primary point of contact for office vendors, service providers, and facilities-related matters.

• Coordinate office equipment, supplies, subscriptions, and technology-related administrative needs.

• Maintain office policies, procedures, and administrative documentation.

• Organize company meetings, employee events, and team-building activities.

• Support business travel coordination and logistics as needed.

• Assist leadership with operational projects and process improvement initiatives.

• Maintain company records and filing systems.

• Coordinate incoming and outgoing correspondence, deliveries, and administrative communications.

• Monitor office budgets, expenses, and vendor invoices related to office operations.

• Ensure office environments remain organized, functional, and professionally maintained.

Human Resources Administration

• Coordinate recruiting activities, including job postings, candidate communications, interview scheduling, and onboarding logistics.

• Manage new hire onboarding and employee offboarding processes.

• Maintain employee personnel records and HR documentation.

• Coordinate benefits enrollment and employee benefits administration.

• Assist with payroll administration and employee data management.

• Support performance review processes and employee development initiatives.

• Maintain employee handbook updates and policy documentation.

• Coordinate employee training and compliance requirements.

• Respond to employee inquiries regarding benefits, policies, and workplace procedures.

• Assist with employee engagement programs, recognition initiatives, and workplace culture efforts.

• Coordinate background checks, employment verifications, and onboarding documentation.

• Maintain HR records in accordance with company policies and regulatory requirements.

Family Office Administration & Personal Support

• Provide administrative support for family office activities and related entities.

• Coordinate personal and business calendars, appointments, meetings, and scheduling for executive leadership as needed.

• Assist with travel planning, reservations, itineraries, and logistics for personal and family-related travel.

• Manage household and personal service provider relationships, including maintenance vendors, contractors, insurance providers, and other professional services.

• Coordinate renewals, memberships, subscriptions, registrations, and recurring administrative obligations.

• Organize and maintain confidential records related to personal assets, trusts, insurance policies, real estate holdings, and other family office matters.

• Assist with bill payment coordination, invoice tracking, and administrative follow-up with accountants, attorneys, financial advisors, and banking institutions.

• Support special projects involving real estate, personal investments, charitable activities, and family-related initiatives.

• Track deadlines, documentation requirements, and administrative tasks across multiple entities and accounts.

• Maintain organized digital and physical filing systems for family office records and correspondence.

• Handle sensitive personal and financial information with the highest level of discretion and confidentiality.

Compliance & Employee Support

• Assist with HR compliance and employment-related recordkeeping requirements.

• Support administration of company policies and employee acknowledgments.

• Coordinate annual compliance activities and employee certifications.

• Help ensure adherence to workplace policies and best practices.

• Support employee engagement and retention initiatives.

• Foster a positive, professional, and collaborative workplace culture.

• Coordinate required employment notices, documentation, and regulatory filings as needed.

• Assist leadership with maintaining organized records for audits, reviews, and compliance-related activities.

Vendor & Administrative Management

• Manage relationships with external service providers, including payroll, benefits, insurance, recruiting, and office vendors.

• Assist with contract administration and vendor renewals.

• Support budgeting and expense tracking for office operations.

• Coordinate facility maintenance and office improvements as needed.

• Maintain relationships with family office vendors, household service providers, and professional advisors.

• Track vendor agreements, service schedules, and renewal deadlines.

• Evaluate vendor performance and assist with sourcing new service providers when needed.

Executive & Project Support

• Assist executive leadership with special projects and administrative initiatives.

• Prepare reports, presentations, and internal communications.

• Support company-wide operational and strategic initiatives.

• Identify opportunities to improve efficiency and streamline administrative processes.

• Coordinate cross-functional projects involving business operations and family office activities.

• Conduct research, gather information, and prepare summaries to support executive decision-making.

• Manage confidential projects and assignments requiring discretion and attention to detail.

Qualifications

Required

• Bachelor’s degree or equivalent professional experience.

• 5+ years of experience in office management, HR administration, operations, executive support, family office administration, or a related role.

• Strong understanding of office operations and administrative processes.

• Excellent organizational and project management skills.

• Outstanding written and verbal communication abilities.

• High attention to detail and follow-through.

• Strong Microsoft 365 skills, including Outlook, Excel, Word, Teams, and PowerPoint.

• Proficiency with QuickBooks Online (QBO).

• Ability to maintain confidentiality and exercise sound judgment.

Preferred

• Experience supporting HR functions, including recruiting, onboarding, benefits administration, and employee relations.

• Familiarity with HRIS, payroll, benefits administration, and applicant tracking systems.

• Experience supporting executives, family offices, high-net-worth individuals, or closely held businesses.

• Experience coordinating travel, vendors, personal administration, and multi-entity activities.

• Experience working in financial services, professional services, consulting, technology, or other professional environments.

• Knowledge of employment law, HR compliance, and workplace best practices.

• Experience supporting growing organizations and scaling administrative processes.

Desired Attributes

• Professional, dependable, and highly organized.

• Strong interpersonal and relationship-building skills.

• Positive attitude and service-oriented mindset.

• Self-starter who takes ownership of responsibilities.

• Ability to manage multiple priorities and deadlines.

• Strong problem-solving and critical-thinking abilities.

• Comfortable working independently while collaborating across teams.

• Adaptable and capable of handling changing priorities.

• Trustworthy, discreet, and capable of handling sensitive personal and business matters.

Benefits

• Competitive salary

• Annual discretionary bonus opportunity

• Health, dental, and vision insurance

• 401(k)

• Paid vacation and company holidays

• Professional development opportunities

Why Join HFR?

This role offers the opportunity to have a meaningful impact across the organization by supporting employees, strengthening operations, assisting executive leadership, and helping manage important family office activities. The successful candidate will work closely with leadership and gain exposure to business operations, talent management, executive administration, and family office management within a well-established global financial information company.