Office Manager

Loveday & Partners is a Titan Group company.

Founded in 2010, Loveday & Partners has grown through word-of-mouth referrals from our many satisfied clients throughout Norfolk. We have built our success upon relationships, transparency and trust. Today we serve over 1000 families, pension funds, trusts and charities. We also work closely with advocates in the business society. Loveday & Partners are very active in the community, supporting a wide range of charities and good causes around the county.

The role

As the Office Manager, you will have responsibility to ensure the smooth running of the office to enable a positive experience for all clients, visitors and staff. This role is crucial in maintaining the operational efficiency of the office, ensuring that all administrative activities are carried out seamlessly. You will be the first point of contact for clients and visitors, representing the company with professionalism and a friendly demeanour. Additionally, you will work closely with the Operations Consultant and various departments to support their administrative needs and contribute to the overall productivity and success of the organisation.

Responsibilities

• Administrative Management:
• Oversee day-to-day office operations, ensuring all administrative activities run smoothly.
• Manage and supervise administrative staff, delegating tasks and monitoring performance.
• Maintain and update client records and back-office systems including IO, ensuring data accuracy and confidentiality.
• Diary and schedule management.
• Workflow coordination and supervision.
• Support Operations Consultant with workflow.
• Client Interaction:
• Manage and supervise operations support staff, delegating tasks and monitoring performance.
• Maintain and update client records and back-office systems, ensuring data accuracy and confidentiality.
• Accounts & Adviser Income:
• Daily responsibility for the adviser income and fee matching process.
• Collate and check all invoices for approval and payment.
• Organise staff expenses once approved.
• Organise charity payments.
• Marketing and client events:
• Manage client events.
• Organising client and other gifts for occasion and Christmas.
• Compliance and Reporting:
• Ensure the office complies with all financial regulations and company policies.
• Prepare and manage regular reports for senior management, including financial reports, compliance updates, and performance metrics.
• Office Coordination:
• Manage office supplies and equipment, ensuring inventory levels are maintained and orders are placed as needed.
• Coordinate with IT for infrastructure maintenance and troubleshooting.
• Organise and oversee office maintenance, ensuring a clean and safe working environment.
• Process Improvement:
• Implement new processes and procedures to improve office efficiency and productivity.
• Collaborate with the Operations Consultant to identify operational challenges and develop solutions.
• Monitor and evaluate the effectiveness of implemented processes, making adjustments as necessary.
• Project Management:
• Assist the Operations Consultant in planning and executing projects, ensuring all tasks are completed on time.
• Monitor project progress, providing regular updates to stakeholders and addressing any issues that arise.
• Coordinate project-related meetings, preparing agendas and documenting minutes.
• Data Management:
• Maintain and organise office data and documentation, ensuring all records are up-to-date and easily accessible.
• Ensure accurate and timely data entry, generating reports as required.
• Training and Development:
• Provide training and support to administrative staff, ensuring they have the skills and knowledge needed to perform their roles effectively.
• Facilitate professional development opportunities, encouraging continuous learning and growth.
• Conduct regular performance reviews, providing constructive feedback and setting development goals.

Requirements

• A friendly and outgoing personality.
• Experience in client service within a financial services firm.
• Background in office operations.
• Exceptional administrative, organisational, and communication skills.
• Strong logical abilities with a preference for working in a structured, planned manner.
• Proven leadership and team management experience.
• Comprehensive HR knowledge. • Understanding of regulatory compliance.
• Proficiency in Microsoft 365.
• A proactive approach to problem-solving.

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