Office & Operations Manager

Job Description

Job Description

Position Summary

The Office & Operations Manager is responsible for overseeing the daily operations of the firm, managing administrative workflows, ensuring timely processing of client service requests, and supporting operational efficiency across the organization.

This role serves as the central hub for office administration, staff coordination, workflow oversight, and process improvement while also assisting with client service and account administration as needed.

Key Responsibilities

Office Management & Operations

• Oversee daily office operations and administrative functions.
• Monitor workflow pipelines and ensure tasks are completed on schedule.
• Manage incoming paperwork and coordinate assignment of administrative responsibilities.
• Develop, document, and improve operational procedures.
• Ensure consistency across all client service and administrative processes.
• Maintain office systems, supplies, vendor relationships, and administrative resources.
• Identify inefficiencies and implement process improvements.

Team Leadership & Accountability

• Assist ownership with employee management and supervision.
• Delegate administrative responsibilities appropriately.
• Monitor staff workload and capacity.
• Track operational KPIs (key performance indicators) and service metrics.
• Conduct workflow reviews and provide accountability for task completion.
• Assist with employee onboarding and training.
• Create and maintain written procedures and operations manuals.

Client Service & Administrative Support

• Serve as primary service contact for assigned client households
• Assist with new account openings and account servicing requests.
• Process account paperwork and monitor completion.
• Coordinate with custodians, vendors, and outside professionals including CPAs attorneys and insurance companies
• Provide backup support to advisors and client service staff.

Compliance & Administrative Oversight

• Assist with document retention and recordkeeping requirements.
• Support implementation of firm policies and procedures.
• Help maintain operational consistency and compliance standards.
• Coordinate special projects and firm-wide initiatives.

Qualifications

• 7+ years of experience in financial services operations, office management, or client service.
• Prior supervisory or management experience preferred.
• Strong organizational, leadership, and project management skills.
• Ability to manage multiple employees and priorities simultaneously.
• Experience with CRM systems, workflows, and process development.
• Excellent communication and problem-solving skills.
• College degree preferred.