Office Manager

*Job Description* Job Title: Office Manager Report To: Financial Advisor Job Status: Full-time or Part-time *Primary Objectives of the position:* * Oversee all Operations to ensure the expected Client and Team Member experience is optimal, continuously improving our quality, and aligned to the Strategic vision, mission, and values defined so that each individual contributor can stay focus in their “lane” but also appreciate the efforts of others involved.
* Strive for an ongoing demonstration of WHY Clients should do business with us and form a long term relationship.
You will be a reflection of who we are, our core values and why we exist to serve Clients through your day to day activities and contributions.
* This role in particular *leads by example* and will be developing others leaders and members to do the same so we can drive discipline, professionalism, consistency, uniformity, and reduce the variation that a Client or Partner/Vendor/Supplier may experience when working for us.
* Develop, maintain, and strengthen relationships with suppliers, vendors, or partners that are assisting the organization to create brand awareness, acquisition of new leads and opportunities, and the retention and health of our existing Clients.
* Every interaction represents an opportunity for us to practice and demonstrate this to others.
* Developing, maintaining, and improving the organization’s Customer Relationship Management (CRM) and Master Customer database which allows us to create real progress towards becoming a more data driven organization in the future.
* “_If it is not in the CRM, it did not happen!”_ * Manage the front-line income and expenses and ensure we are maintaining solid processes and documentation for our outside Accounting firm.
* Establishing the performance baseline of our organization in several key areas to be defined with the Owner so that we can measure if we are winning, tied, or losing the game in a more measurable manner moving forward.
* Creating a role within the organization that becomes an indirect growth driver through innovation, consistent and disciplined execution, and a hunger to want to get us to continually improve.
*Duties and Responsibilities but not limited to:* * Oversees operational systems, processes, and infrastructure while looking for opportunities of improvement or revision.
* Anticipates and tracks operational and tactical risks and provides strategic solutions.
* Manages day to day business of the operations department while balancing the responsibilities of various business lines such as business analysis, vendor, and risk management.
* Works with service and support team members and teams to help set and meet daily and quarterly goals.
* Develop, manage, and protect the intellectual property and assets including but not limited to potential and existing client information, vendor/supplier/partner information, physical and digital assets, contracts/agreements, and other business related documents * Plays a significant role in long-term planning, project status reporting, and implementing change control processes.
* Works closely with Owner on other special planning and departmental projects.
* Oversees and reports weekly, monthly, quarterly, and annual metrics.
* Identifies trends and assess opportunities to improve processes and execution.
* Completes reasonability testing and information validation prior to circulating findings and recommendations to key stakeholders.
* Collaborates with other back-office team members to ensure seamless business execution, reinforce positive morale, and uphold company values.
* Collaborates with transitions and onboarding teams or team members as needed.
* Raises and tracks issues and conflicts, removes barriers, resolves issues of medium complexity involving stakeholders and escalates to appropriate level when required.
* Assesses a variety of situations and provides clarity to the team and stakeholders.
* Establishes and maintains credible, professional relationships with clients, internal business lines, and external vendors.
* Solicits and responds to feedback while gaining commitment and support.
* Supports back-office and firm-wide training programs, reinforcing tech and operations infrastructure between departments to ensure consistency and quality standards are met.
* Stays up to date on industry regulations, trends, and technology.
* Works closely with the management team to ensure all operational, administrative, and compliance functions within the firm are being properly executed in accordance with regulatory-based best practices.
* Provide timely and weekly reports to the Manager on key performance measures as agreed upon to monitor inputs and outputs by the end of business every Friday.
*Qualifications:* * General Supporting values and characteristics * A high quality and continuous improvement mindset.
* Excellent analytical, communication and presentation skills.
* Strong organization, prioritization, and time-management skills * Ability to work well in a fast-paced, collaborative, and potentially remote environment.
* Ability to work and protect sensitive personal and financial information.
* Ability to set a standard recurring work schedule for some key tasks that are dependent on collaboration with team members, vendors/suppliers/partners, or dictated by priority or deadlines.
* Proficiency in the following applications or platforms: * Microsoft 365 (i.
e.
Outlook, Word, PowerPoint, Excel, Planner, Publisher, and * Common Customer Relationship Management (CRM) systems, Advisor Engine, Microsoft Windows Operating Systems (i.
e.
printers, network file drivers, VPN remote access) * Standard Internet Browsers (i.
e.
Google Chrome, Microsoft Edge, Firefox, and Safari).
* Modern video, web, and teleconferencing solutions (i.
e.
Teams, Zoom).
Securities offered through Registered Representatives of Cambridge Investment Research, Inc.
a broker-dealer, member FINRA/SIPC.
Advisory Services offered through Cambridge Investment Research Advisors, Inc a Registered Investment Advisor.
Cambridge and Beyond Financial Planning are not affiliated.
Job Types: Full-time, Part-time Pay: $20.
00 - $30.
00 per hour Expected hours: 25 – 40 per week Benefits: * 401(k) * Paid time off Schedule: * Monday to Friday Experience: * Client services: 1 year (Preferred) Ability to Relocate: * Portage, MI 49024: Relocate before starting work (Required) Work Location: Hybrid remote in Portage, MI 49024