Office Manager for Investment Firm

November 7, 2008

Our client, based in Tacoma, is known for it’s multi-billion dollar hedge fund management.  This is an exciting opportunity for the first office manager to create systems and processes for this 10 person office.  You will be supporting the operations and administrative needs which include the following:

• Data entry/maintaining investor and underlying hedge fund manager contact information (CRM)
• Own and maintain underlying hedge fund manager information;
• Monitor  inventory of required reference materials and work with investment and finance teams to ensure completeness of files
• File hard copies, scan and organize soft copies of all statements and documentation;
• Retrieve online statements from third party sites (custodian, separate accounts, Beartracs, etc.)
• Support operational due diligence efforts and questionnaire processing
• Secure, track and upload to network underlying manager audited financials
• Own and maintain  investor folders; monitor  inventory of all correspondence and maintain current contact information;
• Assist with routine inbound investor inquiries and correspondence;
• Investor withdrawal, reallocation, contribution forms;
• Responsible for hard and soft copy outbound correspondence;
• Investor statements, K-1s, audited financials, etc.;
• Become super user on any future CRM system;
• Manage annual investor update project
• Become human voice of Benchmark Plus – receive main line calls;
• Administrative assistance for NJ and Tacoma teams;
• Manage procurement of office supplies and manage purchase card – problem solving with vendors;
• Help coordinate travel arrangements and complete expense reports;
• Help recruit and onboard new employees;
• Facilitate update of website;
• Coordinate meetings;
• Building maintenance – work with building management on fixture repairs, HVAC issues, etc.
• Help drive company morale events;
• Assist with administrative aspects of our annual audits;
• Assist with documentation of wire transfers;

Minimum Requirements/Qualifications include but are not limited to:

• Minimum of 2+ years of relevant office management or administrative experience, preferably in financial or professional services;
• Attention to detail, high level of maturity and the ability to multi-task with little supervision;
• Excellent and demonstrated communication skills and problem solving abilities;
• High level of motivation; self-starter; ability to identify quickly what needs to be accomplished, craft a solution and drive results;
• Engaging personality and is comfortable working closely with the firm’s personnel and external consituents
• Excellent organizational skills; and
• Strong knowledge of PowerPoint, Word and Excel

For more information or to apply for this position, please contact Chris Englin, chris@bigwaverecruiting.com, 206.842.8886

Posted in Completed Searches
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