The Operations Manager will work in concert with the President of the office to determine the goals and priorities for the family office. We are looking for a highly organized, detail and service-oriented problem solver to join a small, collaborative team.
ROLE AND RESPONSIBILITIES
Manage home office calendar for operations, corporate filing, contracts, and delivery of services to family members.
Maintain contracts and filing system.
Manage requests from family members ensuring timely delivery of services.
Work with owner and household employees/consultants to maintain upkeep, procurement and projects
Identify and vet external resources to ensure all outside resources are well managed.
Manage the hiring process at home office and family residences. Formalize processes to ensure consistency and compliance with laws and regulations.
Ensure all household staff employment status is appropriate.
Formalization of job descriptions, establish annual goals, weekly meetings, performance management, development, and compensation review.
Maintain a positive service culture which includes fostering a high-performance collaborative environment in which goals are met. Ensuring discretion and confidentiality is maintained at all times.
Financial/Light Bookkeeping (Can train on this if no prior experience):
Establish annual operating budget for household maintenance.
Assist with Accounting for properties and businesses and other entities as needed.
Recommend and implement operational efficiencies without compromising service and/or quality.
Review and implement internal controls relating to home office systems and household expenditures.
Assure legal and regulatory documents are filed and monitor compliance with laws and regulations.
Maintain insurance files and fixed asset accounts.
Review, revise, formalize and oversee maintenance of processes for filing and record keeping, family travel, procurement and events.
Understands and can relate well to high net worth family members; highly proactive approach to serving family needs; knowledgeable about family office culture; service heart; aligned with family legacy and values.
Proven ability to create value and continuous improvement; strives for operational excellence and has a proven background of increasing efficiencies; leverages technology effectively.
Strong problem-solving skills; thorough and comprehensive in researching and analyzing solutions and alternatives with the ability to concisely present findings and insights to facilitate informed decision making.
Demonstrated effectiveness in building credibility and relationships with all constituencies, both internal and external; promotes open/transparent communication with family members, colleagues and staff; diplomatic; fosters a culture of inclusiveness and a collaborative work environment.
Self-confident individual with sound judgment and common sense; demonstrated ability to see multiple sides of an issue, engage and provide objective counsel and recommendations with conviction to support sound decisions; creative; innovative.
Intellectually curious; self-starter; highly motivated; strong work ethic; committed to excellence; sense of humor; healthy balance of confidence and humility.
Trustworthy individual of utmost integrity, values and professional reputation; demonstrated discretion, confidentiality and loyalty.
Exhibits polish and professionalism; represents the family well.
Possesses service-minded attitude; “no job too big or too small”.