What are the responsibilities and job description for the Office Operations Manager position at Chesapeake Search Partners?
Our esteemed client is seeking a highly organized and detail-oriented Office Operations Manager to support the firm’s daily operations, investor communications, and vendor management. This role is essential in ensuring smooth office functions, maintaining relationships with key stakeholders, and providing critical administrative support. The ideal candidate will have strong financial acumen, excellent communication skills, and a proactive approach to problem-solving.
Responsibilities :
Investor Relations & Reporting :
Manage investor communications related to capital calls, distributions, financial reporting, and tax filings.
Oversee the submission and tracking of K-1s to ensure timely and accurate reporting.
Vendor & Supplier Management :
Maintain relationships with third-party vendors, accounting providers, and service partners to ensure seamless office operations.
Support the investment team in managing relationships with the firm’s third-party fund administrator.
Financial & Administrative Operations :
Monitor bill payments, accounts payable, invoicing, billing, collections, vendor payments, and expense reimbursements.
Assist in tracking and maintaining financial records in coordination with accounting teams.
General Office & Administrative Support :
Provide day-to-day support to firm professionals, including assisting the principals with various administrative needs.
Manage office organization, including mail handling, report binding, ordering office supplies, and maintaining filing systems.
Qualifications & Experience :
Bachelor’s degree preferred.
7-10 years of experience in a similar role, preferably in finance, investment management, or professional services.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
Experience with QuickBooks is ideal.
Strong attention to detail, organizational skills, and ability to multitask in a fast-paced environment.
Excellent written and verbal communication skills.
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