Office Operations Coordinator

SGL Financial, LLC•Buffalo Grove, IL

5d•$70,000 - $75,000•Hybrid

About The Position

This is a hands-on role focused first and foremost on office management and day-to-day business operations, with additional responsibility for coordinating the firm's technology needs and supporting certain compliance functions. This person will play an important role in keeping our office organized, functional, and running smoothly. You'll coordinate vendors, facilities, supplies and equipment, employee workspaces, operational projects, and internal processes while serving as a go-to resource when something needs attention or follow-through. You'll also provide first-line support for common technology issues and help coordinate IT and compliance-related needs with the appropriate internal or outside resources. We're looking for someone who is highly organized, resourceful, comfortable with technology, and naturally takes ownership. If something isn't working, needs to be ordered, followed up on, documented, coordinated, or simply figured out, this is often the person who will help make it happen.

Requirements

Prior experience in office management, business operations, administrative operations, project coordination, or a similar role.
Strong organizational, prioritization, and project-management skills.
Strong working knowledge of Microsoft 365, particularly Outlook and Teams.
General technical aptitude and comfort troubleshooting common software, hardware, and user issues.
Strong written and verbal communication skills.
Experience coordinating outside vendors, service providers, facilities, or office-related projects.
Ability to work with sensitive or confidential business information and exercise appropriate discretion.

Nice To Haves

Experience in financial services, wealth management, an RIA, or another professional-services environment is a plus, but not required.
Experience working with outsourced IT providers, compliance consultants, or other third-party professional resources is also a plus.

Responsibilities

Oversee the day-to-day organization and functionality of the office.
Monitor office, kitchen, printing, and shared supplies and coordinate purchasing and replenishment.
Coordinate office maintenance, cleaning, repairs, furniture, equipment, and other facility needs.
Serve as a primary point of contact for applicable office vendors and building management.
Schedule and coordinate vendor visits, service appointments, repairs, deliveries, and installations.
Track outstanding vendor and facility requests through completion.
Coordinate employee workspace setups, relocations, and office changes, including desks, furniture, monitors, equipment, and supplies.
Monitor shared office equipment and coordinate troubleshooting, service, repair, or replacement when needed.
Assist with physical office needs related to company meetings, employee activities, events, and special projects.
Identify office or operational issues before they become larger problems and proactively coordinate solutions.
Maintain applicable office schedules, checklists, vendor information, and internal documentation.
Help ensure the overall office environment remains professional, organized, functional, and ready to support employees and clients.
Respond to day-to-day operational questions, requests, and workflow issues.
Coordinate operational projects from initial request through completion, keeping track of deadlines, dependencies, follow-up items, and next steps.
Work across departments, management, and outside vendors to coordinate information and action items.
Maintain organized task and project tracking rather than allowing assignments to live solely in email or Teams.
Identify recurring issues, inefficient processes, duplicated work, or unclear ownership and help develop practical solutions.
Create and maintain internal Process Checklists (PCLs), procedures, checklists, and reference materials.
Help implement new company processes, systems, workflows, and procedures.
Generate, organize, and format recurring and ad hoc operational reports.
Support our internal CRM system and Knowledge Base, including documentation updates, article review cycles, and QA testing of new features.
Help establish consistent processes and documentation as the firm continues to grow and evolve.
Provide initial troubleshooting for common hardware, software, login, connectivity, printer, phone, and application issues.
Help employees with Microsoft 365 applications, including Outlook and Teams, as well as Fireflies.ai, 8x8, Zoom, and other company platforms.
Determine when an issue can be resolved internally and when it should be escalated to our outsourced IT provider or software vendor.
Coordinate with IT and technology vendors and track open issues through resolution.
Assist with technology onboarding and offboarding, including equipment setup, application access, account changes, and returned equipment.
Maintain technology assets, equipment, software, vendor, contract, and renewal information.
Coordinate approved hardware purchases, replacements, setup, and deployment.
Support employee technology training and firmwide adoption of company systems.
Coordinate and track required cybersecurity training.
Assist with technology upgrades, migrations, implementations, and other special projects as needed.
Maintain and monitor the firm's compliance calendar, open items, recurring requirements, and assigned projects.
Track deadlines, documentation requests, and deliverables and follow up with the appropriate individuals as needed.
Coordinate information between internal employees, management, our outside compliance resources, and IT vendors when necessary.
Assist with maintaining compliance procedures, checklists, documentation, and Compliance Manual updates.
Support periodic user-access reviews and related access-control documentation.
Assist with compliance-related projects, audits, documentation requests, and remediation items as assigned.
Escalate questions requiring compliance interpretation or approval to the appropriate management or compliance resource.

Benefits

Competitive base salary with team-based bonus structure
Clear career growth and advancement opportunities
Mentoring and hands‑on guidance from management and leadership
A strong commitment to continuous learning - after six months of employment, the company regularly sponsors industry‑related designations, certifications, and educational programs that are relevant to your professional development
Supportive, family‑oriented company culture that values collaboration and personal development
Paid Time Off (PTO) – Begins at 20 paid days per year, with an accrual system based on tenure and years of service
Paid Holidays – Office closures on federal holidays and stock market closure dates, including: New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Christmas Day
Family Flex Work-From-Home Program – After 90 days of employment, Employees accrue two (2) flexible work-from-home days per month, which may be used as needed to support family, personal, or life events while maintaining business responsibilities.
Health and dental insurance available, with the company covering 70% of employee premium costs
Vision insurance available
Spouse and dependent coverage available at employee expense
401(k) retirement plan with company matching eligibility begins after six months of employment
Unlimited snacks and beverages available in the office
Complimentary Starbucks coffee machine to keep you energized
Warm, welcoming work environment where contributions are recognized and appreciated
Team bonding events, including monthly company-paid lunches, company outings, and happy hours