Senior Finance Firm Operations Administrator

Vaco; Birmingham (AL); On-site; USD 80,000 - 100,000; Full time

Job summary

Vaco is seeking a highly organized Firm Administrator to support day-to-day operations for a well-established financial services firm. This onsite role emphasizes administrative excellence, client service, and discreet handling of confidential information in a Midland/Alabama setting.

Responsibilities include coordinating meetings and onboarding, managing records, preparing client materials, processing invoices, and liaising with custodians and vendors.

Qualifications

• 7+ years of administrative, office management, or financial services experience preferred.

Responsibilities

• Provide administrative and operational support to the firm as well as accounting and HR responsibilities.
• Coordinate client meetings, calendars, appointments, and office communications
• Assist with client onboarding, account paperwork, documentation, and follow-up
• Maintain accurate and confidential client records and files
• Prepare reports, presentations, correspondence, and other client materials
• Process invoices, expenses, and other basic administrative/financial functions
• Coordinate with custodians, investment firms, vendors, and other third parties
• Monitor office supplies, vendors, and general office operations
• Assist with compliance-related documentation and recordkeeping
• Handle incoming calls, emails, and client inquiries with professionalism and discretion
• Support special projects and process improvements as needed

Skills

Administrative skills

Office management

Financial services experience

MS Office

Communication skills

Attention to detail

Discretion with sensitive information

Tools

Outlook

Excel

Job description

Vaco is seeking a highly organized Firm Administrator to support day-to-day operations for a well-established financial services firm. This onsite role emphasizes administrative excellence, client service, and discreet handling of confidential information in a Midland/Alabama setting.

Responsibilities include coordinating meetings and onboarding, managing records, preparing client materials, processing invoices, and liaising with custodians and vendors.