Office Manager

Position Summary

The Office Manager supports the firm and is an integral part of a fast-growing team. The role coordinates the day-to-day operations of the office, manages the firm's administrative HR functions, including onboarding, offboarding, and employee documentation, and supports the Director of Operations and Chief Compliance Officer with compliance documentation and recordkeeping.

The ideal candidate is communicative, responsive, thoughtful, self-directed, positive, detail-oriented, and process-oriented, and takes pride in keeping information accurate, complete, and confidential.

Key Responsibilities

HR Administration & Employee Lifecycle

• Coordinate the full onboarding process: prepare welcome packets, collect new hire documentation, and ensure workspace, equipment, keys, security access cards, parking and system access are ready before day one.
• Coordinate the offboarding process: separation documentation, return of company property, keys, and access cards, and timely removal of system and building access.
• Maintain complete, accurate, and confidential employee files, and implement streamlined filing and document archiving systems so records are always current and easy to retrieve.
• Serve as the firm's liaison with its PEO (TriNet): track and resolve issues in a log, ensure all employees have fully completed their profiles, and share relevant perks from the benefits platform.
• Partner with Director of Operations on payroll process.
• Partner with HR to update and maintain the employee manual and office policies.
• Maintain firm-wide emergency contact and birthday lists.

Operations & Compliance Support

• Provide administrative support to the Director of Operations and the Chief Compliance Officer (CCO) on operational and compliance projects.
• Maintain the firm's compliance calendar, tracking regulatory deadlines, annual reviews, required trainings, and internal reporting dates, and send timely reminders to responsible parties.
• Coordinate the distribution, collection, and tracking of employee compliance attestations and acknowledgments
• Maintain organized, complete, and audit-ready compliance records and logs in accordance with the firm's books and records policies and document retention schedules.
• Assist in gathering and organizing documentation for regulatory filings, annual compliance reviews, audits, and due diligence requests.
• Coordinate compliance training sessions, including scheduling, attendance tracking, and record-keeping.
• Serve as a point of coordination between the firm's compliance consultant, the CCO, and internal staff for document requests and deliverables.

Office Operations & Administration

• Oversee general office operations and procedures, including maintaining a log of licenses, permits, and signage, and liaising with building facilities management.
• Provide reception and support to office guests, and manage incoming and outgoing correspondence and packages.
• Process expenses and follow up with accounting for timely payment to vendors and employees, including proper coding and reconciliation of credit card transactions and expense reports.
• Maintain office supply inventory (including food, beverage, and medical supplies) and reorder as needed to keep proper stock levels.
• Manage subscriptions, associations, conferences, and conventions, including registrations.
• Manage office layouts and order furniture and equipment as needed.
• Manage parking validation accounts and track validations issued.
• Distribute and control physical keys and security access cards through a key log.

Qualifications

Required

• College Diploma
• Experience in an office setting, ideally as an Office Manager, or HR/Administrative Coordinator.
• High proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Supply management and inventory control skills.
• Strong organizational and planning skills in a fast-paced environment, with the ability to multitask and prioritize.
• Ability to maintain accurate records and follow document retention and confidentiality procedures with a high degree of discipline.
• Detail-oriented with strong problem-solving skills and the discretion to handle confidential information.
• AI Proficiency
• Excellent verbal and written communication skills, and the ability to work independently with people at all levels.
• A creative mind with the ability to suggest and execute improvements.

Preferred

• Associate's or Bachelor's degree, or HR certification
• Experience supporting compliance or operations functions at an investment adviser, private equity firm, or other regulated financial services firm.
• Familiarity with compliance recordkeeping, employee attestations, and regulatory calendars.
• Bilingual in English and Spanish.

Pay: From $18.00 per hour

Benefits:

• Flexible schedule

Work Location: In person