Office Manager (Wealth Management Firm)

Stein Wealth Advisors is seeking a highly organized, proactive, and detail-oriented Office Manager to support the day-to-day operations of our growing firm. This role goes far beyond traditional office administration and includes operational oversight , executive administrative support, team coordination, technology and database management, marketing oversight, and helping maintain a high-level client experience. We are looking for someone who thrives in a fast-paced environment, takes ownership, communicates well, and is always looking for ways to improve processes and support the team around them. At Stein Wealth Advisors, we value teamwork and have built a culture focused on continuously improving both the client and employee experience. Our core values are to "Get" Clients, Get Better, Get Results & Get Excited!

Job Responsibilies Include:

Office Management & Firm Leadership Human Resources Manage PTO, payroll, benefits, etc. Employee onboarding and offboarding including deliverables, new hire documents, termination documents, etc. 1:1's and performance reviews (tracking, prep, follow-up) Working with leadership to implement and present employee benefits (healthcare, 401(k), etc.) Managing overall office calendar of events for HR, operations, compliance, and marketing Implementation of leadership training and skill building Managing employee team building activities throughout the year Creating employee incentive and reward programs Recognition of employee special days (birthday, anniversary) Technology Monitor and track software subscriptions Monitor and track hardware to ensure everything is working and in good order Direct liaison between Technology company (PCS) and SWA owners Oversee technology issues/problems and work with leadership and tech team to resolve them New employee technology set-up and terminated employee technology retrieval Database Management Oversee and maintain the firm's CRM system, ensuring client and firm data is accurate, organized, up to date, and consistently maintained Manage the organization of the firm's Dropbox environment, including client folders, internal documents, templates, and shared resources Establish and enforce standards for data entry, file naming, folder structures, and document organization to ensure information is easy to locate and not duplicated Conduct periodic audits and cleanup of CRM records, databases, and document storage systems to maintain data integrity, consistency, and organization Coordinate with advisors and staff to ensure proper workflows, document management procedures, and database best practices are consistently followed Firm Leadership Run weekly staff meeting Weekly 1:1 with leadership Working with firm leaders to establish revenue, client acquisition goals, etc. Tracking firm goals and presenting YTD results during staff meetings Responsible for firm-wide internal communications Evaluating and Maintaining Operations Manuals Own and maintain all firm operations manuals, ensuring they are accurate, up to date, and consistently formatted across departments Coordinate with advisors, administrative staff, and leadership to document workflows, policies, and standard operating procedures Establish and enforce a consistent process for updating manuals as workflows, systems, or compliance requirements change Organize manuals in a centralized, easily accessible system for team-wide use Conduct periodic reviews and audits of documentation to identify gaps, redundancies, or outdated processes Marketing Oversight & Coordination Coordinate and maintain the firm's marketing calendar, including campaigns, events, and key communication timelines Serve as the internal point of contact for marketing vendors and platforms (e.g. Constant Contact, website providers, social media tools) Review and submit marketing materials for compliance approval, ensuring alignment with firm and regulatory standards Assist in executing client communications such as newsletters, announcements, and event invitations Ensure brand consistency across all client-facing materials, presentations, and communications Track basic marketing activity and results (email engagement, event attendance, etc.) and report to leadership Support advisors with light marketing needs (presentation materials, email drafts, follow-ups), without owning strategy or content creation Compliance Oversight Manage advertising and general compliance submittals and approval process Overseeing LPL Audits with Managing Partner Manage incoming and outgoing correspondence files Management of securities and insurance disclosures to clients Management of securities/insurance licensing and continuing education credits Maintain check blotter and other compliance blotters Broker-Dealer state renewals (end of year) Maintaining new request for Broker Dealer state registrations Insurance non-resident state renewals Track continuing education for Insurance, CFP, etc. Reception & Client Service Phones You are the voice of SWA! Answer general phone inquiries in a professional, friendly, and courteous manner Managing phone system, setup and maintenance Retrieve voicemail and manage Verizon phone system Out of office messages/procedures, etc. Direct phone inquiries to the appropriate staff member Client Service Reply to general information requests with accurate information Greet visitors to the organization in a professional and friendly manner and develop a friendly relationship with them Maintain the overall client experience and process Interact with clients while they're in the lobby Communicate with clients to facilitate information requests Follow up phone calls with clients (i.e. confirmations) Notary services Client Greetings Greet every client with a warm welcome when entering the office Hang up coat and give coat back after meeting Offer snacks/drinks Walk clients to the conference room Prepare conference room before/after meetings Follow client introduction and update procedures Client Correspondence Use of office systems such as Zoom, Constant Contact, MyRepChat, etc. Ability to send general client communications via electronic methods Office Administration Office Appearance Maintain appearance and functionality of the office (oversight of cleaning, purchasing, etc.) Order and monitor office supply inventory Schedule general office maintenance and oversee cleaning Manage holiday decorations, flowers, etc. Oversee maintenance and cleaning people (i.e. scheduling repairs and routine cleanings) General Office Management Scan & e-filing of documents and managing the organization of the server Use computer word processing, spreadsheet, and database software Sort incoming mail, faxes, and deliveries for distribution Prepare and send outgoing faxes, mail, and packages Route incoming general e-mails to the appropriate staff member Daily tidying of office, garbage disposal, general cleanup, organization, dishwasher turnover Executive Administrative Support Provide high-level administrative and organizational support to the owners of the firm across both business and personal responsibilities Manage the business and personal calendars, scheduling, meeting coordination, and logistical planning for the firm owners, ensuring effective prioritization and organization of commitments and responsibilities Coordinate business and personal travel arrangements, reservations, and itinerary management for the firm owners as needed Assist the firm owners with prioritization and follow-through on key business and personal projects, deadlines, and action items Help manage and organize business and personal communications, correspondence, and document flow for the firm owners Coordinate personal and business-related scheduling, logistics, and administrative tasks for the firm owners as needed Maintain confidentiality and discretion regarding sensitive business and personal matters involving the firm owners Serve as a central point of coordination between the firm owners, internal team members, and external contacts when appropriate Strategic Planning Partner with leadership to improve operational efficiency, scalability, and client experience Identify gaps in workflows and proactively implement solutions Proactive planning to ensure a high level of accuracy and client service and operational efficiency Support firm growth initiatives through improved processes, tracking, and execution

Pay:

$65,000.00 - $75,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Health savings account Paid time off Professional development assistance Vision insurance

Education:

Bachelor's (Preferred)

Experience:

Administrative:

2 years (Required) Ability to

Commute:

Canonsburg, PA 15317 (Required)

Work Location:

In person