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Job Summary
Our client are looking for a highly organized, detail-oriented, and proactive individual to take on the dual role of Practice Manager. This position is ideal for someone who thrives in a dynamic environment and is capable of handling multiple responsibilities with precision and care. Our client's mission is to maintain a small yet dynamic financial planning Family Office with a strategic focus on wealth management. Our client's aim is to leverage technology to enhance our services while maintaining a warm and personal connection with approximately 250 families. To achieve this, each team member is expected to take ownership of multiple functions and contribute to the overall success of the practice. Key Responsibilities: Office Operations Management: Manage daily office operations to ensure efficiency and compliance with company policies. Coordinate office activities and oversee the maintenance of office equipment and facilities. Implement and uphold office policies and procedures in collaboration with the head administrator. Financial Administration: Assist in managing practice expenses, invoicing, billing, and accounts payable/receivable processes. Work closely with the finance team to ensure the accurate and timely processing of financial transactions. Compliance and Risk Management: Ensure adherence to relevant regulations and industry standards within the office. Maintain up-to-date knowledge of industry regulations and assist in developing and maintaining compliance policies. Monitor and mitigate office-related risks, including data security and confidentiality. Public Relations and Human Resources Support: Manage employee records and coordinate team meetings and team-building activities. Organize client events and serve as the primary point of contact for clients and service providers. Client and Vendor Relations: Oversee client onboarding processes and ensure a positive client experience. Manage relationships with vendors and service providers, addressing client inquiries and issues promptly. IT and Systems Management: Supervise office IT systems and coordinate with IT support to resolve technical issues. Ensure software and systems are up to date and functioning efficiently, and assist in implementing new technologies. Administrative Support: Provide administrative support to the Managing Director and Lead Financial Planner, including scheduling meetings, preparing reports, and managing communications. Maintain accurate records, databases, and filing systems, and assist in managing the client database. Support the financial planning team with administrative tasks as needed. Financial Planning Support: Assist in client onboarding, including gathering necessary documentation and information. Support Financial Planners by preparing financial plans and conducting detailed financial analyses. Enhance the client review process and ensure all client-facing documents are accurate and compliant. Client Relationship Management: Help manage and nurture client relationships, responding to inquiries in a timely and professional manner. Qualifications and Experience: Education: Bachelor's degree/diploma in Business Administration or a related field. Certifications: Progress toward or completion of relevant certifications, such as Certified Financial Planner (CFP). Experience: At least 5 years of experience in office management, financial planning, para-planning, or a related role within the financial services industry. Knowledge: Strong understanding of financial services regulations and compliance, with familiarity in CRM and financial management software. Experience with Iress Xplan, QuicklySign, Seed Analytics, Commspace, and Morningstar Report Portal is advantageous. Knowledge of investment products, insurance, tax planning, and retirement strategies is also required. Skills: Excellent organizational and multitasking abilities. Strong communication and interpersonal skills. Proficiency in Microsoft Office Suite and financial software. Ability to handle confidential information with discretion. Strong problem-solving, analytical, and research skills. Attention to detail and ability to work both independently and as part of a team. Personal Attributes: High level of integrity and professionalism. Detail-oriented with a focus on delivering high-quality work. Strong leadership and decision-making abilities. Proactive and resourceful with a positive attitude. Ability to thrive in a small team environment. This is an excellent opportunity for a versatile professional to contribute to a leading financial planning Family Office. If you are passionate about wealth management and enjoy taking on diverse responsibilities, we encourage you to apply.
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