FirstWave Financial

Job 55674 - Office Manager/Compliance Assistant, Satellite Beach, FL

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Job Details

Location: Satellite Beach, FL
Employment Type: Full-Time
Salary: Competitive

Job Description

We are looking for a very special package of talents:

  • A confident, self starter with an abundance of common sense and follow through
  • A highly technical ability to trouble shoot IT, Conference and Video office systems
  • Advanced knowledge of Microsoft Office Suite (Outlook, Excel, Power Point, Visio), CRM software
  • The aptitude and desire to learn about the financial industry's compliance program
  • A professional demeanor and is comfortable dealing with multiple vendors/associates


About us

Our firm, located in Satellite Beach, Florida, specializes in wealth management for affluent individuals and business owners.  Our team is friendly, respectful, collaborative and professional.  We focus on only one thing - helping our clients achieve their goals.  Each member of our team plays a specific role in meeting this objective.  The role of Office Coordinator/Compliance Assistant is to maintain a well-run office environment with good internal compliance procedures and will accomplish this by assisting the Chief Operating Officer and Chief Compliance Officer.




Office Coordinator:

  • Coordinates  IT and office equipment maintenance and troubleshooting including upgrades through outsourced vendors
  • Handles building maintenance issues (lawn, electric and a/c systems, cleaning crew, etc.)
  • Maintains/orders office and maintenance supplies
  • Manage and meet with vendors as needed
  • Coordinate paying of vendors with accounting department
  • Scan documents, organize and maintain digital file system
  • Coordinate and maintain projects relating to Office Administration and Compliance
  • Organize internal company meetings, take notes and follow through with action plans
  • Produce presentations and spreadsheets for progress meetings
  • Conduct research related to projects, systematize and follow all projects through to the end
  • Willingness to "jump in" and assist with any office project or event
  • Backup for receptionist – phones and front desk
    • Prepare office for client meetings and events
    • Open/close office


Compliance Assistant:

  • Willingness and ability to learn compliance program
  • Maintain compliance schedule and perform routine testing
  • Audit CRM and other systems for compliance data integrity and continually looks for ways to improve methods and processes
  • Maintain concise and accurate files of all marketing material
  • Maintain Business Continuity Plan for completeness and accuracy
  • Other responsibilities as assigned




Job Requirements:

  • Flexibility to adapt to multiple tasks and requests, accepting a variety of activities as part of your role and having the confidence to make decisions necessary to get things done are success criteria for this position
  • Advanced computer skills – Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio), Client Relationship Management system, Document Storage system, Database management, Internet Research. 
  • Ability to operate office equipment such as computers, telephone systems, copiers, scanners, fax, iPhone, iPad, printers.  Willingness to pull up sleeves and do basic maintenance/troubleshooting with outside vendors.
  • Bring alert, curious, responsive and resourceful attitude to work everyday
  • Team-oriented positive attitude
  • Minimum 10 years office, IT, systems knowedge
  • Effective written and verbal communication skills
  • Time management: prioritization, multi-tasking, organized
  • Two year or higher college degree a plus

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