Administrative Operations Associate

JOB SUMMARY

The Administrative Operations Associate plays a key role in supporting the daily operational, administrative, and client-service functions of our wealth management firm. This position ensures smooth office operations, maintains essential office systems, supports employee onboarding, and assists with firmwide operational workflows. This role requires impeccable attention to detail, strong organizational skills, and the ability to provide proactive support to both internal teams and clients. Success in this role is characterized by accuracy, follow-through, and confidentiality. The ideal candidate is service-oriented, tech-savvy, and thrives in a professional, collaborative environment.

JOB DUTIES AND RESPONSIBILITIES

Office Operations Manage administrative tasks, including check processing Administer firm stamps, including notary and Medallion Signature Guarantee (training provided if not already certified) Coordinate mail and shipping services: UPS pickups, certified mail, ordering postage/supplies, and interoffice shipments Monitor shred bin schedules and coordinate pick-ups for all branches Facilitate IT updates for employee additions/removals from distribution lists Operational Support Support Client Experience Coordinator as backup during lunches, PTO, and absences Review and manage NIGO (Not In Good Order) emails and communicate methods for resolutions to advisor teams Monitor the Operations Inbox; respond to internal questions and process requests as needed Approve and electronically file check blotters and rollover suitability forms Process account unenrollments Notify advisor teams regarding UTMA accounts that have reached age of termination and are restricted Assist with platform clean-up and operational enhancement projects Support SVP lead management by entering leads and maintaining advisor rotation schedules Documentation and Training Systems Assist with the organization and maintenance of documentation within Trainual Additional Responsibilities Support office events Provide backup support on trade corrections, wire approvals, and SBLOC loan approvals Participate in special projects and ad hoc operational initiatives as assigned

REQUIRED QUALIFICATIONS

Bachelor's degree or equivalent experience in finance, accounting, business, or a related field preferred 1-3 years of experience in office administration, operations, or an RIA environment Strong organizational skills and proven ability to manage multiple workflows, prioritize effectively, and meet deadlines Proficiency in Excel and comfort working with operational data and documentation Strong work ethic and a quick learner Excellent verbal and written communication skills with a service-oriented mindset Detail-oriented, proactive, and able to thrive in a fast-paced, growing firm Ability to multi-task while maintaining accuracy Able to work independently, as well as collaboratively with others. Able to work on-site in Franklin, TN

PREFERRED QUALIFICATIONS

Familiarity with RIA operations and custodial platforms (Fidelity and Schwab preferred) Notary or Medallion Signature Guarantee eligibility (firm will provide sponsorship)

PHYSICAL DEMANDS

Ability to work in a traditional professional office setting or remote equivalent Prolonged periods of sitting at a desk and working on a computer Advanced computer skills and ability to effectively operate computer equipment, software systems and databases Work schedule may vary and is determined by project schedules Ability to efficiently operate all job-related office equipment Ability to communicate via telephone, computer and work in virtual teams Must be able to lift up to 15 pounds at a time Ability to travel using personal vehicle to other office locations as needed

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About SageSpring:

This is an exciting opportunity to join a Forbes' Best-In-State Wealth Advisors recipient, and the Tennessean's Top Workplace for the last five consecutive years (2020-2024). Since 2002, our purpose has remained the same: to educate and guide our clients to reach their highest financial goals. We listen to our clients to understand their lives, creating sensible, holistic financial plans that put their best interests first. Don't miss your opportunity to work with a high performing team in a positive, energetic environment where you'll know you're truly appreciated and making a difference.

Rewards & Culture:

Great Benefits

• Including:

  Health Insurance, Dental, Vision, 401K, Life Insurance, Short-Term and Long-Term Disability, Paid Vacation and Holidays. #1 Culture
• Join and grow in an award-winning culture where you'll look forward to Monday. Inspiring Leadership
• Our leaders truly embody the definition of servant leadership. They inspire our teams to flourish thought an energetic, positive, fun, and highly supportive work environment. Team Engagement
• Build genuinely special relationships and bonds throughout your team and across the company and partners. High Performance
• Our motto, "Humble, Hungry, and Smart," is truly exemplified from the top down. Continuing Education
• Let us help you transform your career goals and educational accomplishments into opportunities and successes. Community Involvement
• We're passionate about supporting our community and encourage each office to choose a charity or cause to champion.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform this position. Employees must conduct business in accordance with applicable laws, regulations, professional standards and ethical standards and report potential compliance or ethical issues to a manager or the Human Resources Department. SageSpring Wealth affirms our commitment to make reasonable accommodations for employees with disabilities, unless the accommodation would impose an undue hardship on the operation of our business. Please see the Human Resources Department for additional information.