Administrative Operations Coordinator

Job Description

We are looking for a proactive and highly organized Administrative Operations Coordinator to support the daily operations of our growing financial services firm. You’ll wear many hats in this dynamic role—from managing various administrative tasks, to handling payroll, bookkeeping, and new team member onboarding.

This position plays a critical role in ensuring the smooth and efficient functioning of our office and supporting the needs of our team members and leadership team. The ideal candidate is a self-starter, detail-oriented, and adaptable. Additionally, you’ll have a knack for problem-solving, managing multiple priorities, and identifying ways to improve processes and efficiencies. Being tech-savvy and comfortable navigating different systems and tools is essential in this role.

Key Responsibilities

• Office Management: Oversee day-to-day office operations, and ensure a well-organized, productive workspace.
• HR & Team Member Support: Facilitate onboarding of new team members and annual company benefits enrollment, as well as maintenance of team member files.
• Purchasing & Inventory: Handle purchasing of office supplies, software, and equipment. Manage inventory to ensure adequate stock and full utilization of on-hand items.
• Bookkeeping & Financial Administration: Perform bookkeeping, payroll processing, accounts payable/receivable, and state/federal tax filings.
• Insurance & Compliance: Manage advisor state insurance registrations/renewals and related continuing education, as well as business insurance policies.
• Project Management & Process Improvement: Lead and support various operational projects, document procedures (SOPs), and identify & implement opportunities to streamline workflows.
• Event Coordination: Assist with planning and coordination of company events, meetings, training sessions, and other team member engagement activities.
• Maintain Confidentiality: Handle sensitive information with integrity and professionalism.

Key Skills and Qualifications

• Proficient in Microsoft Word, Excel, and Outlook.
• Experience with QuickBooks Online (QBO).
• Strong organizational skills and ability to prioritize tasks effectively.
• Excellent verbal and written communication skills.
• High attention to detail with a strong focus on accuracy and efficiency.
• Demonstrated ability to manage multiple projects with competing deadlines.
• Experience in project management and process documentation.
• Comfortable dealing with ambiguity and adapting to changing priorities.
• Tech-savvy, with the ability to quickly learn and adapt to systems, software, and technologies.
• Strong customer service orientation and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Basic IT troubleshooting skills.
• Knowledge of HR basics and compliance requirements in a small business setting is a plus.
• Familiarity with financial services industry operations is preferred, but not required.