About this role
This Office Manager role is responsible for the daily operations of the financial practice, including SOP execution, client file maintenance, mail processing, and office supply/inventory management. The person will supervise staff and ensure accurate documentation of meeting notes and correspondence, supporting licensing and continuing education needs as well.
Key Responsibilities
- Develop and oversee operating procedures
- Maintain records and client files
- Process and distribute physical mail
- Execute Standard Operating Procedures (SOP)
- File client meeting notes in Salesforce (CRM)
Technical Overview
Operational administration centered on record and process management with Salesforce (CRM) for filing client meeting notes, plus shared drive and physical cabinet organization. The role also relies on using Thrivent computer systems and programs for client relations and support tasks.
Ideal Candidate
The ideal candidate is an experienced Office Manager comfortable running daily practice operations, supervising staff, and maintaining organized client records. They have strong systems thinking and communication skills, with hands-on experience processing physical mail, managing office inventory, and documenting client meeting notes in Salesforce (CRM).
Must-Have Skills
Developing and overseeing operating proceduresMaintaining records and client filesHandling/distributing postal mailOrdering suppliesDevelopoverseeand execute on Standard Operating ProceduresSupervise and manage practice staffFile client meeting notes in (CRM) Salesforce
Tools & Platforms
Thrivent computer systems and programsSalesforceshared drivephysical cabinetsCRM
Required Skills
Operating proceduresrecords and client filespostal mail handlingoffice supplies orderingThrivent computer systemsinventory managementpractice staff managementbusiness expenses trackingvendor relationships trackingStandard Operating Procedures (SOP)licensing and continuing education monitoringmarketing materials version controlevent coordinationSalesforce CRMfiling client meeting notesclient correspondence managementfile maintenanceregulatory/electronic file maintenance
Hard Skills
Developing and overseeing operating proceduresMaintaining records and client filesHandling/distributing postal mailOrdering suppliesUsing Thrivent computer systems and programsMaintaining inventory and purchasing office supplies as neededSupervising and managing practice staffProcessing and distributing physical mailTracking and recording business expensesTracking vendor relationships for the practiceDevelopingoverseeingand executing on Standard Operating ProceduresMonitoring and supporting licensing and continuing education requirements for all members of the teamMaintaining printed marketing materials for mailingsdistribution and version controlOrganizing and maintaining printed marketing materialsOrganizing and executing eventsFiling client meeting notes in (CRM) SalesforceFiling client meeting notes in shared driveFiling client meeting notes in physical cabinetsOrganizing and maintaining client correspondenceMaintaining internal and external event listsMaintaining mailing listsMaintaining birthday card listsMaintaining monthly calling listsMaintaining physicalregulatoryor electronic filesBack-up support on tasks that do not require any type of licensing
Soft Skills
Results driven leadershipDelegatingMotivating teamsEnsuring accountabilityStrong communicationInnovative problem solvingSystems focused approachImproving efficiencyEnhancing client experienceProfessionalismPride representing the practice
Keywords for Your Resume
Office ManagerStandard Operating ProceduresSOPoperating proceduresclient filespostal mailphysical mailinventoryoffice suppliespractice staffbusiness expensesvendor relationshipsCRMSalesforceshared drivephysical cabinetsmarketing materialsversion controleventscontinuing educationlicensingclient meeting notesbirthday card listsmonthly calling listsclient correspondencefile client meeting notesmaintain files
Deal Breakers
Must be able to work fully in office in Faribault, MN, Must have experience using Salesforce (CRM) for filing client meeting notes
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