Hiring: Manager of Office Operations

ProsperiTea Planning is looking to expand our team!

We are currently looking for a Manager of Office Operations, who will be responsible for multiple day to day office tasks. These tasks and at times special projects will have an overarching theme always to relieve and delight the clients of the firm. A strong attention to detail and follow through is needed to be successful in this role.

Responsibilities include:

  • Receives and processes pieces of paper coming into office in a timely way, letting clients know it was received
  • Gather and hand things to Advisors that were prepared for the meetings (by Virtual workers and clients.)
  • Monitoring email
  • Preparing outgoing envelopes/packages, including weighing the package and applying appropriate postage and logging when things are mailed
  • Runs an occasional local errand for benefit for the office
  • Be delighted to see and help our Clients.
  • Ability to take point on event planning
  • Participate in new client onboarding activities
  • Follow office Data Security Protocols
  • Monitors & purchases office supplies
  • Prepare Financial reports for Quarterly meetings – possibly can be outsourced
  • Answering phones using a flowchart to respond
  • Receiving and scanning paperwork that comes in to a pre-set scanned file location
  • Operate project workflows in the CRM
  • Cover reception desk in person to keep people from interrupting the professional staff
  • Receiving payment from clients

Software includes:

  • The firm’s web-based CRM (we’ll train you)
  • Google Chrome
  • Google Gmail
  • Google Calendar
  • Google Drive
  • Slack
  • Zoom
  • Calendly
  • Electronic filing cabinet software (we’ll train you on Sharefile)
  • The big brother version of Turbotax (not the whole return, just data entry)

Keeping the office humming:

  • Using postage scale
  • Using scanner and filing
  • Stocking printers with paper and toner
  • Assisting the dog in greeting the clients
  • Serving tea and coffee to the clients and/or firm professionals
  • Going to the post office and/or bank once in a while if needed (weekly or less)
  • Perhaps sweeping if it’s needed

The work environment:

  • A financial planning and investment advising firm, with a busy tax practice as well.
  • Your schedule will be at least 30 hours per week, more is possible. More during surge times is hoped for.
  • From $24 per hour with room for advancement.
  • The office is in an old but beautiful Victorian home. Most of the first floor is devoted to the business and the owners live upstairs.
  • There is a well-behaved Labrador Retriever dog who will happily steal your lunch if you leave it where she can reach it.
  • The firm is small, with up to five other people in office on any given day.

What we need from you:

  • Upload Resume to Sharefile – click this link to open up a secure envelope to send it.
  • Personal reference attesting to your discretion and trustworthiness

An outstanding candidate will demonstrate:

  • Trustworthiness: nothing in a background check or credit report that would leave our clients feeling uneasy
  • Accuracy and detail-oriented is important
  • Ability to handle moments with flurries of activity without panic
  • Comfort working in Windows environment, and with Google Apps
  • Reliable about working during the season, including able to get to work in Greenfield in the winter.
  • Initiative and the ability to solve basic problems that arise in the ordinary course of business (like paper jams).
  • Physical ability to sand sidewalks (and discern when it is needed) and carry a tray of tea and file papers in a filing cabinet
  • Able to work semi-independently when given an example of the task or a checklist to follow, after brief training.
  • Discretion and poise in direct client interface: you’ll be representing a professional services firm

Job Type: Part-time

Pay: From $24.00 per hour

Expected hours: No fewer than 30 per week

Work Location: In person