Office Operations Specialist

 (This is an in-office position)

Office Operations Specialist’s schedule and location:

You will be located at our office in Clearwater, FL., and will have a schedule of Monday-Friday 8am to 5pm.

Your Mission as Office Operations Specialist:

The Office Operations Specialist oversees and manages the big picture and details to running the office efficiently through reception and office management.  This person is detail oriented, well-organized, able to efficiently multi-task, has impeccable prioritization skills, can handle a wide range of administrative tasks, and quickly learn to navigate new systems.  This position requires intelligence, strategic thinking, superior problem-solving skills, and the understanding everything is to remain confidential. 

Your Duties & Responsibilities include:

  • Answer phones
  • Greet clients
  • Handle incoming and outgoing mail, UPS, & FedEx
  • Manage incoming and outgoing faxes
  • Schedule client appointments with Calendly
  • Mail/Order birthday & special occasion cards/gifts for clients
  • Manage birthdays/work anniversaries for team and outside advisors
  • Coordinate team lunches; assist in planning team building events
  • Maintenance and scheduling of conference rooms
  • Maintain organized lobby, copy room, reception and kitchen areas
  • Filing
  • Reset client passwords
  • Work with Partners’ Executive Assistants, as needed
  • Prepare weekly team meeting reports
  • Mail payments
  • Coordinate and communicate housekeeping needs
  • Inventory and order office supplies and stationary
  • Assist onboarding new employees
  • Take on other tasks, as necessary 

Required experience and qualifications:

  • Minimum three (3) years of experience as a receptionist and/or office manager.
  • Proficient in Microsoft Office
  • Quick and agile in learning new technologies and software
  • Excellent written and verbal communication skills.
  • Financial services experience a plus. 

Required personality and behavioral characteristics:

  • Gracious team member.
  • Consistently demonstrates solid understanding of priorities; maintains focus and sense of urgency, while upholding respect for others.
  • Work independently with minimal guidance, as well as part of a collaborative team and assume additional responsibilities as required.
  • Demonstrate professionalism, maintains a polished demeanor, and positive attitude.
  • Adapts well to changing plans and priorities, comfortable dealing with ambiguity.
  • Maintains strict confidentiality standards, absolute discretion, and appropriate handling of highly sensitive information.
  • Proactive attitude with the ability to be adaptable in changing situations and willingness to help.
  • Superb organizational skills with an attention to detail.
  • Energetic attitude and willingness to go above and beyond to get things done. 

Compensation & Benefits:

Depending on your experience and performance record, base pay range: $50,000/year, along with potential for performance-based bonuses.

We also offer a comprehensive benefits package: Health Insurance (75% paid by firm); Dental & Vision Insurance (100% paid by firm); 401K with matching; Long- and Short-term Disability (100% paid by firm); Vacation/PTO; and opportunity to obtain licenses/certifications to further benefit the firm and your role.

Send resume to
Thank you for your interest.

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