We are looking for an Operations and Process Specialist to manage current processes and procedures, to come up with new more efficient processes and to have oversight on all current business throughput. Professional presentation will be important, your role is to ensure progress in the daily business is being made each day, ensure high levels of organizational effectiveness, direct communication with advisors and paraplanner, create and maintain a pleasant and safe work environment. Duties and responsibilities include accountability, learning business practices with urgency and accuracy, opening, and closing the office (before 9am and after 5pm, scheduling meetings and appointments, opening accounts via Docusign or related software, following through with client expectations, greeting clients and prospects, and providing general administrative support to our employees. Previous experience in operations is necessary. A successful Operations and Process Specialist should have experience with a variety of office software (email tools, spreadsheets, and databases) and be able to accurately handle administrative duties. Any experience on the Charles Schwab platform would be a plus. Ultimately, the Operations Manager will oversee smooth day to day operations, managing daily duties, running the office and helping to improve company procedures.
Responsibilities
• Professional presentation
• Manage workflows within the business
• Open and Close of business (before 9am and after 5pm)
• Initially complete relevant technology and systems training
• Create, organize and enforce office procedures, inherited but also developed by you
• Scheduling client and prospect appointments
• Manage CRM Software (Advyzon), notes, calendar
• Accurately and efficiently open client accounts
• Assist with the tracking of incoming and outgoing money
• Assist with tracking prospects within marketing
• Assist with tracking prospects within financial planning
• Oversee all flow of business, you are the central hub linking all employees
• Mail log
• Check Log
• Client engagement
• Muliti-Task - Juggling many responsibilities within a day
• Open to wearing multiple hats providing a positive and dynamic workplace
• Bookkeeping and compliance
• Serve as the point person for duties including maintenance, mailing, supplies, equipment, bills, errands, shopping
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• HR duties; assist in the onboarding process for new hires
• Managing client lists and execute on annual client requirements

Skills
• Urgent and accurate work
• Excellent time management, ability to multi-task and prioritize work
• Proven experience within operations
• Knowledge of office administrator responsibilities, systems, and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Familiarity with email scheduling tools
• Familiarity with Zoom or the like
• Familiarity with Docusign or the like
• Familiarity with a Client Relationship Management (CRM) tool (Advyzon)
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements


EEO/AA Employer/Vet/Disabled.

The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, the Company is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.