Family Office Operations & Vendor Management

SAPIENT CAPITAL•Carmel, IN

12d•Onsite

About The Position

Sapient Capital is a privately owned, independent advisory firm with over $13bn in assets under management, serving ultra-affluent worth families and individuals, foundations, and institutions. As a fast-growing registered investment advisor (RIA), we specialize in providing our clients with a uniquely tailored service offering including sophisticated investment management, advanced financial planning and comprehensive family office solutions all tied together with cutting-edge technology. Sapient is headquartered in Indianapolis with offices in New York, Miami, Chicago, and Los Angeles. We seek a highly organized and detailed individual to help optimize the operational functions of our Family Office Solutions team. This role is responsible for overseeing project execution, developing and maintaining a curated menu of approved external service providers, and ensuring the delivery of exceptional, consistent services to UHNW families. The ideal candidate possesses a high level of discretion, enjoys solving unique puzzles, and is highly process oriented.

Requirements

Bachelor’s degree or higher in communications, business, or related field. An equivalent blend of experience may be considered in lieu of degree.
3+ years of experience in operations, ideally within a family office, wealth management, or other professional services firm.
Direct experience managing service providers strongly preferred.
Strong organizational skills with exceptional attention to detail.
Proficiency with Microsoft Office tools, CRM tools, project management platforms, and vendor tracking software.
Exceptional interpersonal skills with the ability to build trusted relationships with external partners.
Proactive and solutions-oriented, with the ability to anticipate needs and identify improvements.

Responsibilities

Support the daily operations of the Family Office Solutions team by maintaining accurate records, updating internal systems (e.g. CRM, performance management tools, and document storage), and assisting with ad hoc analysis, as directed.
Serve as the central point of coordination for assigned initiatives to ensure all projects are delivered on time, within scope, and aligned with team objectives. Provide timely updates to all internal and external stakeholders on project progress and results.
Support the curation and ongoing management of a menu of approved, top-tier lifestyle service providers to support the unique needs of our clients and their families.
Conduct comprehensive comparison of prospective new vendors, including credentials, pricing, and references to evaluate their ability to meet our standards for service delivery and discretion.
Develop a rating system and annual review process for all providers to assess their ongoing suitability for Sapient’s platform and/or associated clients.
Maintain strong relationships with approved vendors/service providers through regular communication to address any service issues promptly.
Proactively seek out opportunities for additional cost-savings or enhanced benefits in alignment with the growth of the Family Office function.
Create and maintain service manuals, operating calendars, procedural guides, and associated checklists for core Family Office operations.
Collaborate with Legal, Finance, and other internal stakeholders to maintain compliance, manage contracts, and mitigate vendor-related risk.
Serve as the primary liaison between the approved lifestyle service providers and the broader family office teams.
Identify opportunities to enhance service delivery through the systematic collection of feedback, and evaluation of vendor/provider scorecards. Proactively implement enhancements to address any observed gaps in services or processes.