Office Manager -- Financial Services

Office Manager - Financial Services

Location: Traverse City, MI (Full time - In office)

Compensation: $70,000 to $75,000

EXPERIENCE IN FINANCIAL SERVICES REQUIRED -- PLEASE DO NOT APPLY WITHOUT

The best and brightest always have choices in the wealth management arena. Working with us – a growing private wealth management firm - is an investment in your future that will reap rewards for years to come. We are currently seeking an experienced Office Manager to join our team.

We are a thirty-three-year-old Wealth Management advisory firm that is growing as it expands its business model and explores new and innovative ways to serve clients and advisors. We would like you to be a key part in getting us to the next level! We take pride in having an entrepreneurial culture that embraces collaboration, empowers team members to excel, and serves clients first - always.

Our team is close and tight knit, working collaboratively to bring our values to the table each day: a client-first approach, integrity, authenticity, humility, and abundance. We are committed to delivering high-quality, high-touch experiences to our clients so that, no matter whom they work with, clients know that they are receiving our utmost attention. Being their advocate is the highest honor for us!

We are excited to have an opportunity to welcome a new Office Manager to our team! If you want to be a part of a team that is focused on finding solutions to client needs, we would love to hear from you! The attributes that we are looking for in a teammate include:

• Highly organized and detail oriented
• Thorough listening skills
• Passionately committed to serving and caring for other people
• Project management and process improvement
• Superior organizational skills
• Ability to self-start, take initiative, and be proactive
• Demonstrated integrity, work ethic, and an obligation to maintain firm and client confidentiality
• Strong decision-making skills
• Ability to multitask and manage multiple projects at once with efficiency and accuracy
• The ability to communicate clearly and concisely with teammates to collaborate on common objectives
• Open and adaptable to change
• Constantly thinking ahead and anticipating the needs of others
• Passion, patience, and enthusiasm
• Commitment to exceeding client expectations
• Desire to be a long-term contributing member of the team
  
  

Get in touch today so that we can get to know you. At our firm, you will work with some of the most successful families, individuals, and business owners around. You will provide life-changing support to clients who look to us as advocates for their hopes and dreams.

As the Office Manager, you will play a crucial role in the smooth functioning of the office. With overall responsibility for day-to-day operations, you must be able to work effectively with other staff members, clients, and the Wealth Advisor(s). You will report to the Advisors and collaborate with all levels of the organization. Additionally, the role ensures the accuracy of transactions, oversees account maintenance, acts as a liaison with the broker/dealer as needed and ensures compliance with all relevant government regulations. As the Office Manager, you are responsible for:

• Leading and running the organization on a daily basis, promoting team collaboration and an excellent client experience
• Planning, directing, coordinating, and overseeing operations activities in the organization, ensuring the development and implementation of efficient operations and cost-effective systems to meet the current and future needs of the organization
• Overseeing all client servicing and tasks
• Organizing workflow across key divisions of the organization
• Bringing innovation to client experience standards.
• Own and continuously improve operating cadence, processes and strategies for optimized efficiency and productivity
• Proactively identify opportunities to add value to the company.
• Focus on prioritizing Advisors’ time, initiatives, and mental energy by acting as the point of contact for the Advisors. Access all internal and external inquiries, triage, and identify priorities that require Advisors’ focus. Organize ideas, projects, people, time, and resources necessary to keep Advisors informed but with reduced day-to-day involvement.
• Manage key relationships and build a process to track and nurture key stakeholders and clients.
  
  

The culminating goal of the role is to provide an excellent client experience by working closely with the entire team. It is an exciting role with insight on - and participation in - the next iteration of the firm’s growth.

Interested in more details? As an Office Manager you can expect to:

• Intake, screen, organize and process all data that you are able, focus the advisors’ attention on the items that require their personal attention, and ensure that all activities are captured, scheduled, and completed
• Respond to client questions and concerns regarding general account information, withdrawals, transfers, healthcare, Social Security, financial planning, and investments
• Follow up on outstanding transactions with the broker/dealer, Commonwealth Financial (e.g. transfers)
• Use excellent client operations skills to build client relationships, manage and resolve any client issues, service client accounts/portfolios, including in person, over the phone, and behind the scenes
• Develop, communicate, and implement effective processes, including growth strategies, workflow initiatives, and improvement in the client experience
• Responsible for the measurement and effectiveness of all internal and external processes
• Provides timely, accurate, and complete reports on firm operations
• Electronically file client statements, correspondence, agreements, and so forth
• Review work methods and procedures for possible quality improvements and efficiencies and implement them when appropriate
• Maintain client CRM system to ensure accuracy and maximize effectiveness of data
• Collaborate with leadership regarding the operational infrastructure of systems, processes, compliance, and personnel
• Excellent time management and multi-tasking skills to manage multiple deadlines and complete projects with superb attention to detail
• Nimble business mind with a focus on developing creative solutions; be flexible in a fast-paced environment
• Possess a growth mindset and demonstrate initiative by being willing to take on new responsibilities, take charge of a responsibility without being asked, or make suggestions for improvements
  
  

Qualifications for this role include:

• College degree required
• FINRA Series 65 required
• FPQP preferred
• Minimum of five to ten years of experience in wealth management industry is required
• Minimum of 3-5 years of experience in a client-facing role required
• Strong experience in calendar management (Calendly)
• Familiarity with Google Docs
• Excellent communication and relationship management skills
• Strong computer skills required: Microsoft Office Suite (Excel, Outlook, Word, etc.)
• Superior organizational skills
• Technology-forward and internet savvy
• Experience working within a fee-based advisory team or RIA
• Ability to break down complex objectives into discrete steps to facilitate success
• Ability to adapt
  
  

As an Office Manager, you will work with some of the most successful business owners, families, and individuals around. You will provide life-changing support to clients who look to our firm as an advocate for their hopes and dreams. Get in touch today so that we can get to know you!

We welcome a diverse pool of applicants from various backgrounds and urge you to apply to learn more about what we offer and see if it might be an attractive fit for both of us and you. We look forward to meeting you!

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