Position: Operations Coordinator
Are you ready to be the driving force behind organizational excellence at Ark Financial? We specialize in providing peace of mind to entrepreneurs, by providing a holistic approach to managing the balance between their business and personal needs. Now, we're seeking a proactive Recruiting and Operations Coordinator to join our team and play a pivotal role in our mission.
About Us:
At Ark Financial our goal is to revolutionize the financial industry, by serving our clients better. As our Recruiting and Operations Coordinator, you'll be at the forefront of transforming businesses and making a real impact.
We are seeking a dynamic individual to fill the role of Operations Coordinator. This multifaceted position encompasses a wide range of responsibilities, from office management to human resources functions. If you thrive in a fast-paced environment, excel at multitasking, and enjoy fostering a positive workplace culture, this role is for you.
Key Responsibilities:

• Operational Efficiency:
  • Streamline internal processes and systems to enhance operational efficiency.
  • Provide structure and guidance for our family office captains, fostering a collaborative work environment.
• Financial Management:
  • Execute billing and invoicing processes, ensuring accuracy and timely reconciliation.
  • Manage accounts receivable and firm billing, ensuring reconciliation.
  • Assist in managing AWM Billing with Accounting.
• Talent Acquisition Process and Management:
  • Develop and implement strategic recruiting initiatives to attract top talent.
  • Oversee talent management processes, including onboarding, training, and performance evaluation.
  • Provide support in the recruitment process.
• Human Resources:
  • Onboard new employees and contractors, ensuring a smooth transition into the organization.
  • Offboard employees and contractors with HR, following established procedures.
  • Implement and administer employee Net Promoter Score (eNPS) initiatives to gauge and improve employee satisfaction.
• Employee Engagement and Support:
  • Organize team events, holidays, and manage the holiday calendar.
  • Coordinate swag distribution and other employee perks.
• IT and Systems Support:
  • Manage relationship with MSP for IT support.
  • Oversee internet and phone services
  • Provide systems support and tools support for all divisions and back-office functions.
  • Ensure VPN access and cybersecurity compliance.
• Compliance and Legal Support:
  • Assist with compliance tasks, including quarterly transactions reporting of Access Persons and annual attestations.
  • Support legal activities, including managing client agreements and non-disclosure agreements.
• Office Management:
  • Manage key relationships with Landlord, Building Engineer, Janitorial Staff, and other third parties to maintain and improve the office environment.
  • Procure and manage office furniture and supplies.
  • Answer phones, process mail daily, and oversee office and conference room setup and maintenance for various stakeholders.

Qualifications:

• Proven experience in office management, HR coordination, or related roles.
• Strong organizational and multitasking skills, with attention to detail.
• Excellent communication and interpersonal abilities.

If you are a self-motivated professional with a passion for creating a positive workplace environment and driving operational excellence, we invite you to apply for this exciting opportunity. Join us in shaping the future of our organization and supporting our team's success.
Compensation and Requirements

• Salary – 55-65K depending on experience.
• 8:00 am-5:00pm/5:30 pm Monday through Friday in office
  • Cedar Park, TX

A Day in the Life of an Operations Coordinator
8:00 AM – Arrive at the Office

• Start the day by checking emails and voicemails to address any urgent issues.
• Review the day’s schedule and prioritize tasks.

• Ensure the office is ready for the day, coordinating with the janitorial staff and checking that the conference rooms are set up for meetings.
• Process the day’s incoming mail, distributing it to the relevant departments.

9:00 AM – Operational Efficiency

• Conduct a quick meeting with the Operations Director and Finance Director to discuss any process improvements and provide guidance on current projects.
• Review and streamline internal processes, identifying areas for increased efficiency.

10:00 AM – Financial Management

• Execute billing and invoicing tasks, ensuring all invoices are accurate and sent out promptly.
• Manage accounts receivable, following up on any overdue payments to ensure timely reconciliation.

12:00 PM – Lunch Break
1:00 PM – Talent Acquisition

• Review resumes and applications for open positions, shortlisting candidates for interviews.
• Set or conduct screening calls. Making sure candidates are moving through the process efficiently.

3:00 PM – Compliance and Legal Support

• Support legal activities by managing client agreements and non-disclosure agreements, ensuring all documents are up to date.

5:00 PM – Office Management Wrap-Up

• Manage relationships with the landlord, building engineer, and other third parties to address any facility-related issues.
• Ensure office supplies are stocked and ordered as necessary, preparing for the next day’s needs.

5:30 PM – End of Day Wrap-Up

• Review the day’s accomplishments and update the to-do list for tomorrow.
• Send out any necessary end-of-day emails or updates to relevant parties.
• Leave the office, ready to tackle another dynamic and productive day tomorrow.

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