Office Manager

Our client, a boutique financial advisory firm, is looking for an experienced Office and Operations Manager to join their team in their office located in the Cumberland/ Vinings area. In this position, you will be engaged in almost every aspect of the business, starting with helping to foster and maintain a strong dedicated can-do client-centric culture while creating a fun, energetic, and balanced workplace for the employees. If you enjoy managing a wide range of professional office operations and supporting the CEO, this could be the opportunity for you.

JOB RESPONSIBILITIES:

Executive Assistant Support (40%)

• Organize and coordinate the CEO's daily calendar, manage/respond to emails, and manage/ arrange travel.
• Write individualized correspondence and other documents.
• Track the CEO's expenses and prepare firm expense reports for billing and reimbursement.
• Provide support, including serving as a key point of contact, and coordinating meeting logistics, communications, and materials to clients and external relationships and partners.
• Plan and prepare for internal or external meetings, events, and speaking engagements.
• Manage communication, scheduling, and logistics for key internal events.
• Provide administrative support to other executive team members as needed.

Operations (35%)

• Manage the overall day-to-day operations of the office, including managing office visitors, answering phones, directing calls, and organizing, facilitating, and participating in our weekly planning meetings.
• Monitor and maintain inventory of necessary office supplies.
• Design and oversee office operations, policies, and procedures.
• Evolve and improve the operational efficiency of systems and processes.
• Manage vendors (lead and assist with contract negotiation and agreements) and oversee office expenses (rent, telephone, technology, etc.).
• Invoice clients, manage collections and manage contractor payments.
• Manage and run payroll via PEO or payroll vendor.

Technology & Marketing (10%)

• Manage outsourced IT vendor and assist them with problems.
• Maintain, improve, and oversee Salesforce CRM.
• Work with their digital marketing agency to maintain the website.
• Craft and distribute email announcements to our CRM.
• Maintain internal email distribution lists, research and vendor databases and subscriptions, office phone list, etc.
• Manage software and cloud server licenses, computer equipment inventory, telephone systems and plans and conference call lines.

Human Resources (5%)

• Manage the HR function in coordination with PEO and insurance providers ensuring successful onboarding of new employees and ongoing management of policies, employee benefits, including vacation and sick leave, and medical insurance and best practices.
• Participation in the day-to-day management of staff including maintaining employee personnel files, acting as a liaison between employees and management, ensuring HR compliance, etc.
• Support and involvement in hiring and training.

Accounting and Operational Reporting (5%)

• Assist with the preparation of and management of the annual budget and forecasting of expenses and review of quarterly financial statements to ensure accuracy.
• Perform comparative analyses to develop and implement strategies for cost containment and review and reconcile credit card statements.
• Monitor and ensure internal engagement reporting including proposal, engagement, and deal closing statistics, are up-to date and routinely recorded.

Annual and Special Projects (5%)

• Administer annual holiday gifting program.
• Assist with and contribute to our annual planning meeting.
• Initiate and complete special projects as needed.

JOB REQUIREMENTS:

• Minimum of five years of experience as an Office Manager or Business Operations Manager, preferably at a financial service, accounting, consulting, or legal firm
• Experience supporting executives
• Bachelor's degree or equivalent
• Ability to navigate diverse