Office Manager

About the Role

This is the first operational hire in the practice, and it is built around one trait above all others: relentless attention to detail. You will own the systems that keep eighty client relationships from slipping — the CRM, the follow-up, the project list, the paperwork — and you will be the reason nothing falls through a crack. Twelve months in, the CRM will be clean and stay clean without anyone chasing it, no follow-up will sit past its date, and the founder will have stopped being the bottleneck in his own business.

One More Thing: You'll Be Managing The Founder

Most support roles wait to be told what to do. This one does the opposite. You will have standing authority to tell the founder what he owes, who he hasn't called back, and what he has let slide — and to keep telling him until it's done. That mandate is real, it is in writing, and it will not be taken personally. If chasing a principal makes you uncomfortable, this is the wrong role. If you have ever quietly thought "this place would run better if someone just made him do it," keep reading.

What You'll Do

● Own the CRM (Nutshell) as the single source of truth — every client and prospect record accurate, complete, and current, with gaps found and fixed before anyone points them out.● Catch errors nobody has flagged yet. This is the core of the job, not a bonus.● Hold the founder accountable to his own follow-up — track what's outstanding across his inbox and calendar, and chase it until it's closed.● Build and maintain the running project list so multi-step work (client onboarding, renewals, internal builds) stays visible and on schedule.● Take notes in client and internal meetings — by hand or with AI transcription tools — and convert them into dated, assigned CRM tasks the same day.● Call clients to schedule and confirm appointments and handle scheduling logistics. This role does not discuss coverage, plan details, quotes, premiums, or renewals — those conversations stay with our licensed broker.● Clear recurring paperwork, data entry, and small administrative tasks before they pile up.

What We're Looking For

Required:

● Exceptional attention to detail — demonstrable, with real examples of errors you caught that nobody asked you to look for. This is the hire's defining requirement.● Willingness to push back, chase, and hold someone senior to a deadline without flinching.● 2+ years in an administrative, coordinator, operations, or executive support role.● Comfortable owning a CRM — not just entering data, but keeping it clean over time.● Tech-fluent and quick with new tools, including AI assistants like Claude or ChatGPT. In a part-time role, leverage matters.● Able to work in-office in Dallas, TX.

Preferred (nice to have):

● Experience in insurance, employee benefits, healthcare, or another regulated industry.● Familiarity with Nutshell, or a comparable CRM such as HubSpot or Salesforce.● Experience supporting a solo practitioner, advisor, or owner directly.

Your First 90 Days

● Days 1–30: Learn the book. Audit every CRM record and produce a written list of what's missing, stale, or wrong.

● Days 31–60: Close the gaps you found. Stand up the project list and the follow-up tracking rhythm.

● Days 61–90: Run it.

Pay: $20.00 - $30.00 per hour

Benefits:

• Flexible schedule

Work Location: In person