Office Manager - Financial Services

Job Description

Job Description

Office Manager - Financial Services

Small, Busy Office | Full-Time Position

About the Opportunity

We are looking for a highly organized, detail-oriented, friendly, and dependable professional to manage the day-to-day operations of our small but busy family-operated financial advisory firm.

This is a key position for someone who enjoys staying organized, keeping things running smoothly, and being the person everyone can count on.

The ideal candidate is efficient, proactive, comfortable juggling multiple responsibilities, and genuinely enjoys working with people. We are looking for someone who takes pride in their work, pays attention to the little things, and can confidently take ownership of their responsibilities.

As part of a small, close-knit team, you will play an important role in supporting our daily operations, maintaining accurate financial records, and helping provide an exceptional experience for our clients.

Key Responsibilities

Office Management & Administration

• Manage daily office operations and administrative functions to maintain an organized, efficient, and professional work environment.
• Coordinate scheduling, correspondence, office communications, and general administrative activities.
• Maintain accurate records, files, and documentation.
• Communicate and coordinate with clients, vendors, and staff in a professional and courteous manner.
• Anticipate office needs, identify opportunities for improvement, and take initiative without always being asked.

Bookkeeping, Payroll & Accounting Support

• Process employee payroll accurately and on time.
• Maintain company books and financial records using QuickBooks.
• Perform routine bookkeeping functions, including recording transactions, reconciling accounts, and maintaining organized financial records.
• Assist with basic accounting functions and monitor financial records for accuracy and completeness.
• Organize and prepare financial records, reports, and supporting documentation for review by our outside CPA.
• Coordinate with our outside CPA as needed to provide requested financial information and documentation.
• Maintain strict confidentiality when handling payroll, financial records, and other sensitive business information.

Client Service & Communication

• Answer and direct incoming phone calls in a friendly, professional, and helpful manner.
• Respond promptly and thoughtfully to client questions, requests, and general administrative needs.
• Provide a welcoming, positive experience for clients and visitors.
• Communicate clearly and professionally with clients, vendors, and team members.
• Handle sensitive client information and requests with discretion, professionalism, and care.

Organization & Workflow Management

• Manage multiple responsibilities and changing priorities while maintaining exceptional attention to detail.
• Follow through on assignments and ensure important tasks are completed accurately and on schedule.
• Take ownership of responsibilities and work independently with minimal supervision.
• Identify what needs to be done and proactively address tasks before they become issues.
• Support the team wherever needed to help ensure smooth, efficient daily operations.

Our Ideal Candidate

We are looking for someone who is:

• Extremely organized and detail-oriented — Notices the little things, maintains accurate records, and takes pride in getting things right.
• Efficient and productive — Has excellent time management skills and knows how to prioritize competing responsibilities.
• Dependable and accountable — Follows through on commitments and can consistently be counted on to get things done.
• Friendly and professional — Genuinely enjoys interacting with people and creates a positive experience for clients and coworkers.
• Comfortable with numbers — Confident working with payroll, bookkeeping, QuickBooks, and basic accounting responsibilities.
• A capable multitasker — Can manage a variety of responsibilities while remaining calm, focused, and accurate.
• A strong communicator — Communicates clearly, professionally, and thoughtfully, both verbally and in writing.
• Proactive and self-motivated — Recognizes what needs to be done and takes initiative without requiring constant direction.
• Independent and responsible — Comfortable taking ownership of daily tasks, solving problems, and managing responsibilities.
• Discreet and trustworthy — Understands the importance of confidentiality, particularly when working with sensitive client, employee, and financial information.

Qualifications

Required Qualifications

• Previous experience in a small professional office, preferably within financial services, insurance, accounting, or legal services
• Previous experience in office administration, office management, bookkeeping, payroll, or a related professional support role.
• Strong computer skills, including proficiency with Microsoft Office and common business software.
• Experience with bookkeeping, payroll processing, or accounting software.
• Excellent organizational skills and exceptional attention to detail and accuracy.
• Strong written and verbal communication abilities.
• Professional phone etiquette and customer service skills.
• Ability to prioritize and manage multiple responsibilities in a busy office environment.
• Demonstrated reliability, sound judgment, and the ability to work independently.

Preferred Qualifications

• Experience using QuickBooks for bookkeeping, account reconciliation, and financial recordkeeping.
• Previous experience processing payroll and maintaining accurate payroll records.
• Experience preparing financial reports and documentation for an outside accountant or CPA.
• Prior experience working in a financial services, wealth management, accounting, banking, insurance, or similar professional office environment.
• Familiarity with maintaining confidential client information and supporting a client-focused professional services business.

Experience in financial services is a plus, but not required. We place a high value on organization, dependability, professionalism, and a willingness to learn.

Why This Position Matters

In a small office, every team member plays an important role. This position is especially valuable because it helps keep the entire operation organized, efficient, and running smoothly.

We value people who take pride in their work, treat others with kindness and professionalism, and approach their responsibilities with a positive, can-do attitude.

The right person will become a trusted and important part of our team, with the opportunity to take ownership of meaningful responsibilities and make a positive impact every day.

Interested in Joining Our Team?

If you are the type of person who notices the details, keeps everything organized, follows through, and enjoys making sure an office runs smoothly, we would love to hear from you.

We encourage qualified candidates who are dependable, personable, detail-oriented, and ready to take ownership of an important role to apply.

\nCompany Description

Founded in 2004, Mueller Financial, Inc. is an established, family-owned financial planning and wealth management firm located in Northern Kentucky. We specialize in helping individuals, families, retirees, and business owners navigate important financial decisions through personalized financial planning, investment management, and long-term financial guidance.

Built on a foundation of trust, integrity, and genuine relationships, our firm takes pride in providing exceptional client service and treating people like family. We believe in doing what's right, paying attention to the details, and building lasting relationships with the clients who place their confidence in us.

As a growing, second-generation family business, we combine the personal atmosphere of a small office with the professionalism, resources, and responsibilities of an established financial services firm. Our team works closely together, values open communication, and recognizes that every team member plays an important role in our success.

At Mueller Financial, we value hard work, dependability, initiative, and a positive attitude. We are looking for people who take pride in what they do, genuinely enjoy helping others, and want to be part of a friendly, professional, and supportive team.

**Our goal is simple: take great care of our clients, take pride in our work, and build a business where both our clients and our team members feel valued.**

Company Description

Founded in 2004, Mueller Financial, Inc. is an established, family-owned financial planning and wealth management firm located in Northern Kentucky. We specialize in helping individuals, families, retirees, and business owners navigate important financial decisions through personalized financial planning, investment management, and long-term financial guidance.\n\nBuilt on a foundation of trust, integrity, and genuine relationships, our firm takes pride in providing exceptional client service and treating people like family. We believe in doing what's right, paying attention to the details, and building lasting relationships with the clients who place their confidence in us.\n\nAs a growing, second-generation family business, we combine the personal atmosphere of a small office with the professionalism, resources, and responsibilities of an established financial services firm. Our team works closely together, values open communication, and recognizes that every team member plays an important role in our success.\n\nAt Mueller Financial, we value hard work, dependability, initiative, and a positive attitude. We are looking for people who take pride in what they do, genuinely enjoy helping others, and want to be part of a friendly, professional, and supportive team.\n\n**Our goal is simple: take great care of our clients, take pride in our work, and build a business where both our clients and our team members feel valued.**