Office & Operations Manager

AssetMark•Austin, TX

7d•$58,000 - $65,000•Hybrid

About The Position

Voyant is a leading provider of collaborative financial planning and wealth management software for financial professionals and their clients. The company’s product suite enables advisors to spend less time building plans and more time growing their business. Combining cutting-edge technology and compelling visuals, Voyant turns advisors into consultants and provides clients with a clear and comprehensive view of their financial landscape. Voyant empowers advisors to interact on a new level with financial plans personalized to meet clients’ unique goals. We are seeking a proactive, detail-oriented, and highly accountable Office & Operations Manager to own the day-to-day operation of our Austin office. This role is responsible for ensuring a professional, seamless, and well-maintained office environment that enables the team to operate at their best. The ideal candidate thrives on taking initiative, spotting and solving problems before others notice, and creating a positive and organized office experience. This is a hands-on, high-visibility role. Success will be measured by consistent execution, follow-through, and the smooth functioning of our workspace without disruption.

Requirements

2+ years of experience in office management, facilities coordination, or similar operational roles.
Strong organizational and time management skills; thrives in a fast-paced, high-expectation environment.
Excellent verbal and written communication; confident and clear when working with all levels of the company.
Proactive problem-solver with strong follow-through and a sense of urgency.
Able to work independently and anticipate needs without being asked.
Proficiency with Microsoft Office Suite, especially Outlook and Excel.
High integrity and discretion when handling confidential information.
Candidates must be legally authorized to work in the US to be considered. We are unable to provide visa sponsorship for this position.

Responsibilities

Fully own the day-to-day operations of the Austin office ensuring the office is clean, organized, stocked, and running smoothly without reminders.
Perform daily walk-throughs of all areas to proactively address issues and maintain standards.
Serve as the main liaison with building/property management for all maintenance issues, access requests, vendor compliance, and general building operations.
Perform or coordinate routine equipment maintenance to ensure office equipment remains in working order.
Coordinate with contracted cleaning crew to ensure quality standards are met, maintain regular communication, and address any issues promptly.
Manage vendor access and coordinate office moves, workstation relocations, and small facilities projects (furniture, cabling, cleaning, construction, etc.).
Maintain internal standards for office aesthetics, functionality, furnishings, and equipment.
Maintain an organized, professional, and welcoming office environment across all common areas.
Receive, sort, and distribute incoming mail to staff.
Order and restock office, kitchen, cleaning, and breakroom supplies (including snacks, beverages, and business cards) on a proactive schedule.
Track supply budgets and spending; maintain accurate documentation of office and capital project expenses.
Receive and manage all deliveries to ensure they are cleared from common areas promptly.
Proactively seek out and take ownership of administrative and operational tasks that support other teams (Marketing, HR, IT, Finance).
Identify and take initiative on projects to improve office efficiency, organization, and culture.
Provide reliable, high-quality support across departments as bandwidth allows, ensuring all commitments are handled accurately and on time.
Provide hands-on logistical support for Sales and Marketing initiatives and events.
Coordinate the packing, shipping, and inventory tracking of marketing collateral, promotional items, and event materials.
Maintain organized storage of marketing swag and branded materials, ensuring items are fully stocked and in good condition.
Support execution of in-office or local client/prospect events, including setup, catering, signage, and vendor coordination.
Assist with scheduling and onsite coordination for visiting clients, prospects, or partners (e.g., meeting rooms, hospitality, office readiness).
Serve as an on-site point of contact for marketing and sales teams, ensuring requests are actioned promptly and accurately.
Prepare workstations, equipment, and welcome packages for new hires; coordinate computer setup with IT.
Manage office keys, building access badges, and parking passes.
Oversee shipping/return of equipment and collection of all company property during offboarding.
Plan and execute company events (holiday parties, office lunches, team outings), handling all logistics end-to-end (venues, catering, contracts, budgets, gifts, etc.).
Reinforce and reflect Voyant’s fun, collaborative, and professional culture by maintaining a welcoming and well-run office.
Provide light administrative support to executives as needed, including scheduling meetings, coordinating travel, and processing expenses.
Support ad-hoc special projects that require operational coordination.