Office Manager (Wealth Management)

New Opportunity - Office Manager (Wealth Management Company)

We are recruiting for an experienced Office Manager within an established Partner Practice of St. James s Place Wealth Management (SJP) based in Gravesend, Kent (DA12 2).

Role overview

Reporting directly to the Business Owner and Operations Manager, the Office Manager will provide on the ground operational office support to the business which currently has 9 Financial Advisers and a small team of administrative staff, and continues to grow.

The role will be a combination of Office Management, Client Servicing and Administration support for the practice.

Due to the nature of this role, it would be particularly suited to someone who enjoys working in fast paced, compliance and process driven environment and is capable to take the reins ensuring all business tasks are allocated to and completed as required by the respective staff members.

This role is initially to cover a period of 12 months maternity for the existing Office Manager, however, there is the opportunity long term for this role to become permanent.

Role requirements

Office Management

• Chairing weekly meetings with the team to agree priorities.
• Daily monitoring of admin and adviser tasks, ensuring all team members complete their tasks in line with practice due dates and compliance.
• Assigning tasks and ensuring workload is spread evenly throughout the team.
• Daily Compliance checks, keeping on top of all compliance regulations and ensuring every member of the practice is following processes.
• Management and monitoring of team production levels, KPI s and Practice targets.
• Onboarding new staff members, executing induction plans and monitoring all training.
• Management of all HR issues and team member reviews including apprenticeships (with support from Business owner)
• Management and monitoring of all marketing and financial promotions
• Management and monitoring of workflow and service standards
• Management and maintenance of all CRM/IT systems. Keeping up to date with client facing technology and implementing into the Practice.
• Management and budgeting of stationery orders.

Client Servicing

• Monitoring all adviser and admin inboxes to ensure all client emails are responded to and tasks are being added to CRM and completed.
• Diary structure scheduling times out in the diary to undertake meetings, debriefs and telephone calls/follow ups to clients and stakeholders, in line with the Business Owner s requirements.
• Managing all prospect, existing client and business meetings and management of admin team when booking in all meetings, as appropriate.
• Working closely with existing clients and building relationships to encourage client referral opportunities.
• Building relationships with Accountants, Solicitors and other professionals who work with our target market.
• Issuing ad-hoc announcements to clients regarding market conditions or announcements, via Partner.
• Assisting clients with technical queries
• Liaising with the SJP Administration Centre on any client queries.

Administration

• Inputting client actions onto CRM task system and allocating to relevant team members
• Using the internal intranet system to manage client basic enquiries
• Issuing payment summaries to advisers and managing the opportunities on CRM
• Ensuring adheres to GDPR rules when dealing with all client paperwork.
• General scanning, filling and e-filing.
• Working closely with Business Owner and Ops Manager

Person requirements:

A minimum of 2 years of working within a similar role, knowledge of financial services preferable, ideally within SJP (but not essential)

Positive attitude to work, reliable and enjoys working with responsibility

Office management & people management experience preferred.

Good knowledge of all Microsoft Office products i.e. Word, Excel, Outlook

Proactive in nature and able to work on own initiative.

Ability to be able to prioritise effectively.

Flexible approach to workload and day to day requirements of the business

Enjoys working within an EA/PA/Office Managerial role and experience of dealing with HNW individuals.

Excellent service level standards and attention to detail

Trustworthy and loyal. Longevity in the role is important.

Excellent telephone manner (confident on the phone) and well presented.

Good team leader and passionate about the success of the business.

Driven to personally develop and continue to improve on skills

Good level of computer literacy, including Word, Excel and Outlook.

Salesforce experience highly desirable.

Additional information

Salary: £28-33K per annum pro-rata (plus discretionary bonus based on performance)

Location: Gravesend, Kent, DA12 2BD

Hours of work: Full-time 9am 5pm Monday to Friday (35 hours a week) open to part-time opportunities for experienced individuals.

Holidays: 25 days per annum, plus bank holidays

Work location: Office based or hybrid work opportunity available.

Role type: Please note whilst this is initially at 12 month fixed term contract to cover maternity, there will be the option for the role to become permanent.

Pension: Auto-enrolment pension scheme

For further details or to apply for this great opportunity, please apply online.