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Office Manager/HR Administrator

3 months ago

Houston, United States MK Search Full time

Our financial planning client is seeking an Office Manager/HR Administrator. This role supports their advisors by streamlining office operations and providing exceptional administrative services to ensure optimal functionality and efficiency.

Key Responsibilities-

  • Office Management: Oversee daily office operations, develop and implement efficient procedures, and ensure compliance with company policies.
  • Payroll and Benefits Administration: Manage bi-weekly payroll, accounts payable, 401(k) contributions, and oversee the administration of employee benefits.
  • Financial Analysis: Prepare and review company financials, providing insights and reports for management decision-making.
  • Tax Coordination: Collaborate with external CPA firms on client tax returns, prepare annual property tax submissions, and audit payroll tax payments.
  • Staff Onboarding: Oversee the onboarding process for new hires, ensuring a smooth transition into the company.
  • Meeting Coordination: Organize monthly meetings, conduct research on outstanding issues, prepare agendas and document meeting minutes.
  • System Development: Design and coordinate the implementation of office systems, policies, and procedures.
  • Disaster Recovery: Maintain and update the Disaster Recovery Plan (DRP), conduct annual mock drills, and ensure preparedness for emergencies.
  • IT Coordination: Liaise with IT vendors to maintain data security, network access, and backup systems. Troubleshoot IT issues and manage hardware and software resources.
  • Vendor Management: Oversee vendor agreements, insurance policies, and rental agreements, ensuring timely renewals and compliance.
  • Compliance: Manage quarterly and annual SEC compliance program responsibilities.
  • Project Management: Negotiate and manage projects with service providers, and prepare Request for Proposals (RFPs) as needed.
  • Cybersecurity: Lead cybersecurity training and awareness initiatives for all employees.


Qualifications:

  • Bachelor’s Degree in Business Administration, Finance, or a related field.
  • Minimum of 5 years of experience in operations, administration, or HR (preferably within the financial planning industry).
  • Proficiency in QuickBooks or similar bookkeeping software required.
  • Advanced computer skills, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe, ShareFile, and KeyPass. Microsoft Access experience is a plus.
  • Strong business process improvement skills and ability to diagnose operational issues.
  • High ethical standards, sound judgment, and professional demeanor.
  • Commitment to maintaining confidentiality and trustworthy conduct.
  • Experience in project management and strategic planning.
  • Proactive mindset with strong analytical and organizational skills.
  • Attention to detail and ability to identify discrepancies.
  • Excellent communication skills, both written and verbal.
  • Ability to multitask and manage various responsibilities simultaneously.