Operations Coordinator

Mesirow; Chicago (IL); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Performance bonus

Job summary

Mesirow is seeking a detail-oriented Operations Coordinator for the Fiduciary Solutions division in Chicago. The role supports client agreements, invoicing, and daily operational tasks to ensure accurate and timely service delivery.

You will verify, review, and track client documents; prepare invoices; maintain records; and collaborate with accounting while growing with a client-focused, hybrid, onsite team.

Qualifications

• Bachelor’s degree preferred; organizational aptitude and strong attention to detail are essential.
• Experience handling administrative, operational, or clerical duties to support fiduciary services.
• Proficient in Microsoft Office (Excel) and Adobe; capable of managing large volumes of files accurately.

Responsibilities

• Verify receipt of client agreements.
• Review agreements for completeness and accuracy based on criteria established by the team.
• Track and maintain statuses of client agreements.
• Update agreement templates as needed.
• Electronically file and organize agreements and related documents for accessibility and retention.
• Calculate complex billing arrangements and prepare invoices per schedules.
• Maintain client assets, billing records, and supporting documentation.
• Resolve billing discrepancies and payment questions in a timely manner.
• Collaborate with corporate accounting as needed.
• Support document collection, data entry, and record maintenance.
• Provide frequent progress updates to supervisor; perform other duties as assigned.

Skills

Administrative skills

Attention to detail

Time management

Communication skills

Education

Bachelor's degree preferred

Tools

Microsoft Excel

Adobe Acrobat

Office Suite

Job description

Mesirow is an independent, employee-owned financial services firm founded in 1937. Headquartered in Chicago, with offices around the world, we serve clients through a personal, custom approach to reaching financial goals and acting as a force for social good. With capabilities spanning Private Capital & Currency, Capital Markets & Investment Banking, and Advisory Services, we invest in what matters: our clients, our communities and our culture. We are proud of our employee-owned culture, built on collaboration and shared success, empowering our professionals to develop meaningful relationships, pursue growth opportunities and make a lasting impact for our clients and communities. Mesirow has been named one of the Best Places to Work in Chicago by Crain’s Chicago Business multiple times and is one of Barron’s Top 100 RIA firms.

The Mesirow Fiduciary Solutions division provides fiduciary partnership, investment management, asset allocation, and guaranteed retirement income product allocation services to institutional clients in the financial services industry, primarily in the defined contribution space.

Mesirow Fiduciary Solutions is seeking a detail-oriented and highly organized Operations Coordinator to support a variety of administrative and operational functions.

Responsibilities:

Client Agreements

• Verify receipt of client agreements
• Review agreements for completeness and accuracy based on criteria established by the team
• Track and maintain statuses of client agreements
• Work with team on updating agreement templates as needed
• Electronically file and organize agreements and related documents to ensure accessibility and retention

Client Invoicing and Billing

• Calculate complex billing arrangements, including asset-based and flat-fee engagements with monthly, quarterly, annual, or other billing frequencies
• Prepare, distribute, and track invoices in accordance with established billing schedules
• Maintain accurate client assets, billing records, and supporting documentation for all client invoices
• Research and resolve billing discrepancies, invoice questions, and payment-related issues in a timely manner
• Work with corporate accounting team as needed

Additional Responsibilities

• Support document collection, data entry, and record maintenance efforts
• Complete tasks with minimal supervision after training
• Provide frequent updates to supervisor on progress
• Perform other operational and administrative duties as assigned

Requirements:

• At least two years of experience performing administrative, operational, or clerical duties
• Strong attention to detail
• Superior communication, organizational and time management skills
• Ability to handle large volumes of files in an accurate and timely manner
• Basic knowledge of Microsoft Office, including Excel, and Adobe is required
• Willingness to take on additional operational responsibilities as needed

Ability to work onsite at our Chicago office, which adheres to a hybrid schedule.

In accordance with the Illinois Pay Transparency Law, the anticipated hiring base salary for the role will be between $ 60,000 and $ 80,000 per year. However, base pay if hired will be determined on an individualized basis and is only part of the total compensation package, which, also provides the opportunity for a performance based bonus and the Mesirow benefit program.

EOE

Equal Opportunity Employer

The Opportunity

Mesirow is an independent, employee-owned financial services firm founded in 1937. Headquartered in Chicago, with offices around the world, we serve clients through a personal, custom approach to reaching financial goals and acting as a force for social good. With capabilities spanning Private Capital & Currency, Capital Markets & Investment Banking, and Advisory Services, we invest in what matters: our clients, our communities and our culture. We are proud of our employee-owned culture, built on collaboration and shared success, empowering our professionals to develop meaningful relationships, pursue growth opportunities and make a lasting impact for our clients and communities. Mesirow has been named one of the Best Places to Work in Chicago by Crain’s Chicago Business multiple times and is one of Barron’s Top 100 RIA firms.

The Mesirow Fiduciary Solutions division provides fiduciary partnership, investment management, asset allocation, and guaranteed retirement income product allocation services to institutional clients in the financial services industry, primarily in the defined contribution space.

Mesirow Fiduciary Solutions is seeking a detail-oriented and highly organized Operations Coordinator to support a variety of administrative and operational functions.

Responsibilities:

Client Agreements

• Verify receipt of client agreements
• Review agreements for completeness and accuracy based on criteria established by the team
• Track and maintain statuses of client agreements
• Work with team on updating agreement templates as needed
• Electronically file and organize agreements and related documents to ensure accessibility and retention

Client Invoicing and Billing

• Calculate complex billing arrangements, including asset-based and flat-fee engagements with monthly, quarterly, annual, or other billing frequencies
• Prepare, distribute, and track invoices in accordance with established billing schedules
• Maintain accurate client assets, billing records, and supporting documentation for all client invoices
• Research and resolve billing discrepancies, invoice questions, and payment-related issues in a timely manner
• Work with corporate accounting team as needed

Additional Responsibilities

• Support document collection, data entry, and record maintenance efforts
• Complete tasks with minimal supervision after training
• Provide frequent updates to supervisor on progress
• Perform other operational and administrative duties as assigned

Requirements:

• Bachelor’s degree preferred
• At least two years of experience performing administrative, operational, or clerical duties
• Strong attention to detail
• Superior communication, organizational and time management skills
• Ability to handle large volumes of files in an accurate and timely manner
• Basic knowledge of Microsoft Office, including Excel, and Adobe is required
• Willingness to take on additional operational responsibilities as needed

Ability to work onsite at our Chicago office, which adheres to a hybrid schedule.

In accordance with the Illinois Pay Transparency Law, the anticipated hiring base salary for the role will be between $ 60,000 and $ 80,000 per year. However, base pay if hired will be determined on an individualized basis and is only part of the total compensation package, which, also provides the opportunity for a performance based bonus and the Mesirow benefit program.

EOE

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.