Financial Services Office Manager

Gainesville Financial Solutions Group; Gainesville (FL); On-site; USD 45,000 - 75,000; Full time

Job summary

Gainesville Financial Solutions Group seeks an experienced Office Manager to provide high-level administrative and marketing support for a team of financial advisors in a fast-paced, professional practice.

The role covers client onboarding, CRM management, marketing initiatives, and compliance tracking, with a focus on smooth operations, excellent client service, and business development support.

Qualifications

• Expertise with Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Experience in a financial advisory, investment, or insurance office in an office manager role preferred.
• Solid understanding of financial services terminology.

Responsibilities

• Onboarding new clients by preparing and processing insurance and account applications, investment documents, and compliance forms.
• Maintain and update the firm's CRM system with client details, meeting notes, and dates; track follow-ups.
• Respond to routine client inquiries regarding account balances, transactions, and insurance information.
• Prepare materials for client review meetings and support post-meeting follow-up and documentation.
• Coordinate and confirm appointments; manage advisors' calendar and client reviews.
• Monitor licensing requirements, continuing education, and regulatory obligations for Advisors.
• Supervise support staff and oversee administrative operations.

Skills

MS Office

CRM experience

Financial terminology

Organizational skills

Communication skills

Confidentiality

Client-focused mindset

Tools

Microsoft Office Suite

CRM systems

Financial software

Job description

The Financial Services Office Manager will provide high-level administrative and marketing support to a team of financial advisors in a well-established practice. This role plays a critical part in maintaining smooth daily operations, supporting client service excellence, and contributing to business development efforts. Responsibilities include administrative coordination, investment and insurance documentation, CRM management, marketing initiatives, and client communication—all within a highly professional, and fast-paced environment.

Key Responsibilities:

Client Onboarding & New Business Support

• Onboarding new clients by preparing and processing insurance and account applications, investment documents, and compliance forms. Ensure completeness, accuracy, and timely follow-up through to account funding and activation.

Client Relationship & CRM Management

• Maintain and update the firm's CRM system with client contact details, meeting notes, action items, and key dates. Track follow-ups and ensure a consistent, personalized client experience.

Client Communications

• Respond to routine client inquiries regarding account balances, transactions, contributions, distributions, and insurance policy information.

Meeting Preparation & Follow-up

• Prepare materials for client review meetings, including investment reports, planning documents, and product illustrations. Support advisors in post-meeting follow-up and documentation.

Calendar & Scheduling Management

• Coordinate and confirm appointments, manage Advisors calendar, and support the organization of client reviews, internal meetings, and continuing education.

Compliance & Licensing Tracking

• Monitor state and FINRA licensing requirements, continuing education, and other regulatory obligations for Advisor. Ensure adherence to compliance protocols and documentation standards.

Administrative Operations including Supervision of Support Staff

Required Knowledge, Skills, and Competencies:

• Expertise in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); CRM systems and financial software experience
• Experience in a financial advisory, investment, or insurance office in an office manager role preferred
• Solid understanding of financial services terminology preferred
• Exceptional organizational and time management skills with attention to detail
• Strong interpersonal and communication skills, both written and verbal
• Ability to handle confidential information with discretion and professionalism
• Positive, client-focused attitude and ability to adapt to shifting priorities