**In order to be considered for this position, please cut and paste the following link into your browser to complete the Culture Index survey:

https://go.cultureindex.com/p/tYTDpBX15k0Sa0QgSS9

Job Description

The Operations Analyst serves multiple back-office support functions, working seamlessly within our Operations Department as well as supporting our Client Liaison and Corporate Scheduler in a client facing role. Polished written and verbal communication skills, a high level of detail orientation, along with keen technical skills are required. The ability to work independently and a desire to own projects within a goal-oriented environment are also paramount to achieving success in this role.

Roles and Responsibilities

· Operations Tasks:

o Become and maintain power user status within our CRM system – Advisor Engine and portfolio management software – Black Diamond.

o Create, maintain client records, lists, data, report templates, and workflows. Focus on completing a high volume of workflow actions.

o Data management – entry/upload/download/report generation.

o Manage individual service tickets with IT provider.

o Maintain computer inventory and assist with computer set up/troubleshooting issues.

o Other systems/software/technology/cybersecurity support.

o Answer, qualify, and forward incoming calls and emails to appropriate personnel.

o Schedule internally driven meetings.

o Take messages and complete action items. Follow up proactively.

o Assist with quarterly billing and reporting.

o Facilitate the statements, confirms, and correspondence process.

o Prepare client meeting materials on a weekly basis, including completing post meeting action items and forms.

o Vendor contacts and communications.

o Assist with Vendor Due Diligence.

o Firm and client level custodian communications.

o Assist with external client facing communications and mailings.

· Client Liaison/Corporate Scheduler tasks (while covering or backing up front desk):

o Coordinate, schedule, launch, and confirm meetings with clients, prospects, vendors, centers of influence, and others.

o Schedule client reviews for an assigned advisor group which includes managing multiple calendars and inboxes via Outlook, including both Operations and Advisor calendars.

o Deliver general information to clients and internal communications to team via various modes of communication.

o Keep the kitchen and front lobby tidy, presentable, inventoried and stocked. This includes opening and closing procedures.

o Process incoming and outgoing client correspondence via USPS Mail, Fed Ex, UPS, etc.

o Order Office Supplies, including snacks and drinks, for clients and staff.

· Adherence to Koss Olinger Compliance Code of Ethics and Policies and Procedures within all tasks and projects.

· Special projects and additional administrative tasks, as needed.

Qualifications and Education Requirements

Minimum Education: Bachelor’s degree

Experience: One to three years of experience in a professional office environment required. Three to five years of experience a plus.

Required Skills

· Exceptional customer service and interpersonal relations

· Excellent verbal and written communication

· Excellent software and technical skills

· Naturally proactive and disciplined

· Goal‐oriented and results driven

· Self‐starter

· Able to work well both independently and collaboratively

· Highly organized and attentive to detail

· Comfortable with data entry

· Able to follow systematic processes

· Adaptable to change and shifting priorities

· Proactively communicate and prioritize when given multiple, deadline-oriented tasks

· Comfortable with presenting ideas for process improvements

· Able to employe deductive reasoning

· Confidence learning new systems and programs

· Experience with Office 365; Outlook; Calendly; Adobe; Zoom; Teams

· Proficient in Excel including functions such as VLOOKUP and Pivot Tables

· Experience with CRMs; Portfolio Management Software; other Financial Software a plus

· Project Management experience a plus, including using project management software

Core Values

Koss Olinger strives to be, and is recognized as, a “Best Place to Work” company. Alignment with our core values and contributing positively to our company culture is expected of all employees at Koss Olinger.

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**In order to be considered for this position, please cut and paste the following link into your browser to complete the Culture Index survey:

https://go.cultureindex.com/p/tYTDpBX15k0Sa0QgSS9

Job Type: Full-time

Pay: $52,500.00 - $57,500.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• Operations: 1 year (Required)

Ability to Commute:

• Gainesville, FL 32606 (Required)

Work Location: In person