Operations Coordinator

Mesirow Financial Holdings, Inc.; Chicago, Northern (IL, KY); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Mesirow Fiduciary Solutions is seeking an Operations Coordinator to support a variety of administrative and operational functions onsite in Chicago, with a hybrid schedule.

You will verify receipt of client agreements, manage billing arrangements, and maintain accurate records, while coordinating with the accounting team and supervisor to ensure timely, precise processing and client Satisfaction.

Qualifications

• At least two years of administrative, operational, or clerical experience.
• Strong attention to detail and organizational skills.
• Superior communication and time management abilities.
• Ability to handle large volumes of files accurately and timely.
• Proficiency with Microsoft Office, including Excel, and Adobe is required.
• Willingness to take on additional operational responsibilities as needed.

Responsibilities

• Verify receipt of client agreements and track statuses.
• Review agreements for completeness and accuracy based on team criteria.
• Maintain accessible and well-organized files and documents.
• Calculate complex billing arrangements and prepare, distribute, and track invoices.
• Support data entry, document collection, and record maintenance; report progress to supervisor.

Skills

Attention to detail

Communication skills

Organizational skills

Time management

Clerical experience

Tools

Microsoft Excel

Adobe

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.

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
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.