Office Manager, Operations Coordinator; Wealth Management

Position: Office Manager, Operations Coordinator (Wealth Management)
Senior Office Manager / Operations Coordinator (Wealth Management)

Location:

Doylestown, PA (Hybrid potential)

Employment Type

I Full-Time, W-2

A well-established, boutique wealth management and financial services firm is seeking a highly experienced, technology-forward Senior Office Administrator to serve as the operational backbone of the organization. This role is critical to supporting wealth advisors, financial planners, and their clients by ensuring seamless day-to-day operations, precise scheduling, reliable technology workflows, and well-documented processes.

This position is ideal for an administrative professional with 5+ years of experience in wealth management, financial services, insurance, or professional services who thrives in a fast-paced, detail-oriented environment and enjoys being the connector, coordinator, and stabilizing force across people, systems, and processes.

The Senior Office Administrator will act as the "glue" of the firm, partnering closely with advisors, leadership, staff, and external consultants to keep the office, technology, and client experience running smoothly, consistently, and securely.

This is a pivotal role within a stable, established wealth management firm where the Senior Office Administrator will have meaningful impact across operations, technology, onboarding, and client experience. The position offers broad exposure across the business, long-term growth potential, and the opportunity to help build and maintain the systems that allow advisors to focus on serving clients.

Responsibilities

Advisor & Client Support

• Provide high-level administrative and operational support to wealth advisors and financial planners
• Serve as a primary point of coordination for client-related administrative and operational needs
• Support new client onboarding, ongoing service requests, annual reviews, and lifecycle events
• Ensure accurate preparation, processing, organization, and retention of client documentation
• Coordinate client communications, forms, and follow-ups in alignment with firm workflows
• Maintain professionalism, discretion, and confidentiality in all advisor and client interactions

Scheduling, Calendar & Meeting Management

• Own and manage complex, multi-calendar scheduling for advisors and leadership
• Coordinate client meetings, annual reviews, internal planning sessions, and external partner calls
• Prepare meeting logistics including confirmations, agendas, materials, technology setup, and follow-ups
• Track review cycles, service timelines, and recurring client touchpoints
• Act as the central scheduling hub to minimize conflicts and maximize advisor productivity

Operations & Office Administration

• Oversee daily office operations to ensure smooth, efficient, and compliant business flow
• Manage correspondence, records, digital and physical filing systems, and administrative workflows
• Coordinate internal communications and act as a liaison between advisors, staff, and external partners
• Support new employee onboarding, ensuring staff have timely access to systems, tools, and documentation
• Maintain continuity, institutional knowledge, and operational consistency across the firm
• Process Documentation & SOP Development
• Assist in documenting and maintaining Standard Operating Procedures (SOPs) for administrative, operational, advisor-support, and role-based workflows
• Translate informal, advisor-specific processes into clear, repeatable, step-by-step documentation
• Maintain master SOPs, workflow checklists, role summaries, onboarding guides, and process libraries
• Support standardization of daily, weekly, quarterly, and annual business processes
• Ensure documentation remains current as tools, regulations, and workflows evolve

Technology & Systems Management

• Serve as a primary administrative owner of the firm's technology ecosystem
• Confidently utilize and support the Microsoft 365 environment, including:
• Outlook (classic) for advanced scheduling and communication
• Teams for internal collaboration and file sharing
• One Drive and SharePoint for shared drives, firm-wide folders, and role-based access
• One Note for process documentation, SOPs, and knowledge management
• Microsoft Office (Word, Excel, PowerPoint) for client and internal materials
• Create, organize, and maintain shared drives and digital work spaces to ensure:
• Clear folder structures aligned with firm workflows
• Consistent naming conventions and version control
• Appropriate role-based permissions and access levels
• Easy visibility and usability for advisors and staff
• Support administrative workflows within CRM and wealth management-related systems (e.g., Smart Office or similar platforms)
• Assist with:
• System setup, cleanup, and ongoing optimization
• User onboarding and offboarding (access provisioning and removal)
• Basic troubleshooting and coordination with IT or vendors as needed
• Maintain master platform inventories, access logs, and password coordination in accordance with security and compliance best practices
• Partner with leadership and consultants to identify tool overlap, improve…