Office Manager

We are seeking a highly organized, detail-oriented, and proactive Office Manager to serve as a key operational partner within our growing wealth management firm. This role is responsible for overseeing the day-to-day administrative and office operations functions of the business, ensuring the firm runs efficiently and effectively.

Unlike traditional office management roles that focus heavily on event coordination and office culture initiatives, this position is centered on business operations, bookkeeping support, compliance administration, and firm infrastructure management. The ideal candidate will be comfortable wearing multiple hats in a small-business environment, balancing financial administration, technology oversight, vendor management, compliance support, and executive assistance while serving as a trusted resource across the organization.

The successful candidate will demonstrate strong organizational skills, financial acumen, attention to detail, discretion in handling confidential information, and the ability to independently manage a broad range of responsibilities.

Manage financial administrative functions including billing, invoicing, expense tracking, accounts receivable, and payroll coordination. Maintain accurate financial records, prepare supporting documentation, and serve as the primary liaison with external accountants, auditors, and payroll providers – including firm retirement plan and 401(k) administration.

Maintain organized filing systems and oversee the firm's document retention processes, ensuring all recordkeeping practices align with privacy, security, and compliance standards.

Support employee onboarding, personnel recordkeeping, benefits administration, and time tracking. Coordinate compliance-related training and assist management with HR administrative projects as needed.

Coordinate with technology vendors and consultants to support system enhancements, troubleshooting, and ongoing user support.

Support the collection, maintenance, and reporting of firm-wide performance metrics, ensuring accuracy and consistency across all performance-related data and reporting initiatives.

Assist with ongoing compliance monitoring, documentation, and regulatory recordkeeping. Support audit preparation, administer compliance systems, and help ensure adherence to internal policies and applicable industry regulations.

Manage day-to-day office functions including scheduling, workflows, travel coordination, and executive support. Responsible for developing and maintaining office procedures that drive consistency and efficiency, while cross-training across operational functions to ensure business continuity.

Maintain a safe, professional, and well-functioning office environment by managing vendor relationships, coordinating building maintenance, overseeing supply inventory, and ensuring timely repair and upkeep of equipment and facilities.

• Associate’s or bachelor’s degree in business administration, Accounting, Finance, or a related field, or equivalent professional experience
• 5+ years of experience in office management, bookkeeping, operations administration, or a related role
• Strong organizational and project management skills
• Experience handling financial administrative functions such as invoicing, payroll coordination, bookkeeping, or accounts receivable
• Proficiency with Microsoft Office Suite, particularly Excel
• Ability to manage confidential information with professionalism and discretion
• Excellent written and verbal communication skills
• Strong attention to detail and ability to prioritize competing responsibilities

• Experience in financial services, wealth management, accounting, or professional services environment
• Experience with Salesforce administration
• Familiarity with compliance requirements within regulated industries
• Experience supporting small business operations where flexibility and adaptability are essential
• Knowledge of bookkeeping software and financial reporting processes

This role offers the opportunity to become an integral part of the firm's operations, helping ensure that the business, employees, and advisors have the support and infrastructure needed to serve clients at the highest level.