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Office Manager

1 month ago

Grand Rapids, United States Innovia Wealth Full time

Innovia Wealth is a boutique wealth management firm whose history begins in 2007 with the launch of Strategies Wealth Advisors (SWA). It is our mission to provide expert advice and individualized recommendations built on deep personal relationships. With 200 years of combined experience, our team strives to provide clients with a better wealth management experience.


Innovia Wealth uses a team-based approach based on diverse perspectives. Our wide-ranging expertise in financial planning, as well as tax, legal, and estate considerations provide multiple angles to identify opportunities available to clients.


Innovia Wealth is committed to culture and it is demonstrated everyday by the expectations we set and how our employees work together and function as a team. We focus on having our employees’ needs and goals align with our core values. We want employees to love where they are and know they are surrounded by great people. We are driven to maintain a strong culture that indicates the people are the priority.


Position Summary:

The Office Manager at Innovia Wealth will play a pivotal role in ensuring the smooth and efficient operation of our office. This position requires an initiative-taking individual with excellent organizational and multitasking skills. The Office Manager will be responsible for overseeing daily administrative activities, managing office supplies, coordinating events, and supporting the needs of our team to maintain a productive and welcoming workplace. The office manager will also play a dual role in support the client service team and perform a variety of administrative and support functions including answering client inquiries, preparing client reports, maintaining, and managing client data in the appropriate firm systems, managing periodic advisor/client meetings, and planning functions.


Key Responsibilities

·       Perform Executive Assistant-related responsibilities as required by partners

·       Schedule and coordinate company and client meetings

·       Respond to client inquiries via phone, in-person, or email.

·       Initiate, maintain, and manage client information in systems such as CRM and document management for all

client interactions, prepare client reports for advisors, and channel client data to other team members.

·       Research and resolve client service issues.

·       Escalate critical client needs to management or wealth advisors.

·       Work closely with operations and wealth advisors to organize and maintain client records.

·       Coordinate client seminars and other marketing events.

·       Monitor parking tickets

·       Manage service requests for copiers and order toner and cartridges when supplies are low.

·       Accounts Payable: Load invoices into Quick Books as received. Review all checks and prepare them for mailing.

·       Perform Executive Assistant-related responsibilities as required.

·       Lunch Event Preparation

·       Help keep the office in order on a weekly basis. Provide suggestions, as necessary.

·       Coordinate monthly birthday celebrations by sending cards around for signatures and arranging for the

individual's favorite treats.

·       Assist in organizing special events.

·       Responsible for annual maintenance on appliances including refrigerator, water, coffee filters.


Qualifications:

·       Proven experience as an Office Manager, Administrative Assistant, or relevant role

·       Excellent organizational and leadership skills

·       Demonstrated ability to think critically and solve problems autonomously.

·       Strong communication and interpersonal abilities

·       Attention to detail and problem-solving skills.

·       Ability to multitask and prioritize tasks efficiently.

·       Bachelor's degree or higher strongly preferred.