Operations Administrator

Benefits:

• Bonus based on performance
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Location: Principal office Colchester, CT, with Friday’s as remote

Position Summary

The Operations Administrator supports core business operations, financial reporting, technology systems, and client relationship functions across the firm. This dynamic role works closely with senior leadership to maintain internal processes and deliver a consistent, high-quality employee and client experience. The ideal candidate is highly organized, tech-savvy, and comfortable balancing detailed execution with big-picture thinking. Will also demonstrate exceptional attention to detail, strong organizational skills, and the ability to build and maintain client relationships while ensuring adherence to operational standards.

Core Competencies

• Client-Centric Focus: Commitment to providing exceptional client communication and service.
• Operational Excellence: Ability to efficiently manage workflows, data systems, and reporting.
• Financial Acumen: Strong understanding of business administration and financial processes.
• Communication & Organization: Strong written and verbal communication skills with excellent attention to detail.

Key Responsibilities

• Financial Reporting & Business Support

• Prepare financial statements and management reports for leadership and compliance purposes.
• Maintain books and records aligned with SEC fiduciary standards.
• Partner with bookkeeper/accountant to develop and monitor the firm’s annual budget.
• Track budget performance, analyze variances, and help forecast cash flow.
• Compile financial data across departments for reporting and tax prep.
• Coordinate with CPAs and custodians to support audits and year-end reporting.
• Property & Office Management

• Coordinate with cleaning, maintenance, and property vendors; liaise with landlord as needed.
• Maintain a professional, organized office environment with stocked communal areas.
• Manage office supply inventory and ordering; process and distribute mail.
• IT & Systems Administration

• Act as internal lead for the Managed Service Provider (MSP) and tech vendors.
• Manage system access, hardware provisioning, and account onboarding/offboarding.
• Maintain accurate tech inventory; coordinate device repair or replacement.
• Oversee cybersecurity practices including updates, policies, and phishing tools.
• Support user training and troubleshooting across Microsoft 365 and Wealthbox CRM.
• Ensure system integration and data integrity across core platforms.
• Human Resources & Team Support

• Assist with hiring, onboarding/offboarding, and HR documentation.
• Coordinate payroll and benefits with external vendors (healthcare, etc.).
• Help cultivate a strong internal culture through staff events and communication initiatives.
• Company Insurance Management

• Oversee insurance renewals (E&O, Cyber, Business, Workers’ Comp).
• Coordinate with brokers to ensure regulatory coverage and firm protection.
• Maintain records of policies, renewals, and payments.
• Ensure documentation readiness for compliance and due diligence reviews.
• Business Administration

• Maintain firm website content and disclosures (ADV, CRS, privacy policy).
• Oversee annual state filings, registered agent coordination, and compliance submissions.
• Track digital assets, domains, and corporate registrations.
• Ensure branding and legal presence remain current across web and public directories.

Qualifications

• Bachelor’s degree in Business Administration, Finance, or a related field (or equivalent experience).
• 2 years of experience in client service, operations, or financial services.
• Proficiency in QuickBooks, CRM systems, and Microsoft Office Suite.
• Strong understanding of custodial processes, financial management, and workflow systems.
• Excellent organizational skills and attention to detail.

Compliance Requirements

Must adhere to all Connecticut state regulations for registered investment advisors. Responsible for maintaining the highest standards of confidentiality, ethics, and compliance in alignment with company policies and industry standards.
Compensation and Benefits

• Salary TBD
• Eligibility to participate in company sponsored retirement plan (SEP)
• Medical, Dental, Vision, LTD, STD and Group Life Benefits offered
• Paid time off per calendar year in accordance with the Company’s paid time off policies
• Flexible hybrid work environment
• Healthy work life balance
• Competitive salary with bonus opportunities
• Career advancement opportunities

Equal Employment Opportunity Statement

Phraction is committed to providing equal employment opportunities in compliance with Federal and State laws. All applicants will be considered for employment without discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.



Structured to evolve with forward-looking duties as proficiency in existing responsibilities is demonstrated. Additional responsibilities include:

• Operations & Custodial Support

• Oversee document management processed in DocuSign.
• Assign workflow tasks, ensuring efficient operational processes.
• Coordinate with custodians (MS/CITI/JPM) to ensure accurate and efficient handling of custodial responsibilities
• Manage client onboarding, account opening processes and compliance documentation.
• Facilitate ACATs (account transfers and money movement tasks).
• Perform general account maintenance and day-to-date client support.
• Client-Facing & Relationship Support

• Serve as a client service liaison for client communication—calls, emails, and meeting coordination.
• Conduct debriefs, dissections, and take detailed notes for internal meetings and processes.
• Maintain CRM (Wealthbox) with up-to-date and accurate client information.