Operations Coordinator

If you value big company culture, this isn’t the right role:

• We don’t have a large corporate structure with siloed roles

• We can’t compete with Google’s free lunch

• We don’t have a corporate wellness program

• We’re not a brand name you’ll impress people with

But if you value:

• Doing meaningful work with real impact

• Being part of a small, interconnected team where you matter

• Learning a specialized industry

• Opportunities to grow and take on more responsibility over time

• Direct mentorship from experienced partners

This role is perfect for someone who:

• Thrives on organization, meticulous execution, and refining systems

• Takes great pride in being the reliable, detail-oriented professional who prevents errors and ensures deadlines are always met

• Enjoys identifying bottlenecks and optimizing workflows for efficiency

• Communicates exceptionally well — in writing especially — and takes ownership of what goes out the door

• Sees this as a possible stepping stone to Operations Manager or Client Service Specialist roles

• Wants to learn the retirement plan industry

• Values the role ownership and direct impact inherent to small businesses

• Has worked in a true private-sector environment and understands what that means

Administrative Coordination (~30%)

This core function ensures partners can focus on high-value client work.

• Manage partner calendars and schedule meetings

• Handle email inbox triage and responses

• Coordinate meeting logistics (Zoom links, reminders, confirmations)

• Proactively identify opportunities to streamline operational workflows

• Maintain filing systems and document organization

• Process routine correspondence

Client Support (~30%)

You are the vital link in client communication and service delivery, ensuring all materials are accurate and timely.

• Prepare meeting materials and agendas for client and prospect meetings

• Support meeting notes preparation and distribution

• Manage document distribution to clients

• Track client work, project status, and deadlines — nothing falls through the cracks

• Respond to routine client inquiries professionally and promptly

CRM & Data Management (~25%)

You own the integrity and accuracy of the firm’s client and operational data.

• Maintain Salesforce records (contacts, accounts, opportunities)

• Log interactions and communications

• Update contact information and account details

• Generate essential operational reports

• Ensure data accuracy and completeness across all platforms

Vendor & Recordkeeper Coordination (~15%)

You facilitate the exchange of necessary information between the firm and external partners.

• Track outstanding requests to recordkeepers (Ascensus, Empower, Fidelity, etc.)

• Follow up on pending items and drive projects forward

• Coordinate document exchanges with vendors and maintain vendor database

• Escalate issues to partners promptly when needed

Our Culture:

• Small team with big impact

• Client-first, proactive service

• Continuous improvement mindset

• Work-life balance (we practice what we preach about financial wellness)

Location: Historic Old Town Alexandria, Virginia (King Street Metro area)

Required

• 2–4 years of professional administrative or operations experience in a true private-sector environment (not government, not government contracting)

• Small firm or startup experience strongly preferred — you understand the “wear many hats” mentality

• Salesforce or CRM experience (basic exposure counts)

• Microsoft Word and Excel, intermediate level required — you’ll use both regularly and be expected to produce polished, error-free documents

• Exceptional written English — you will be one of the last sets of eyes on client-facing communications before they reach C-suite executives, and our brand depends on it

• Strong verbal communication skills

• Self-starter mentality — small team means you’ll work independently and use good judgment

• Proficiency in Google Workspace, AI tools (Gemini, ChatGPT, or similar), and task/project management software (Monday.com, Asana, or similar)

• Ability to manage multiple priorities and deadlines without dropping the ball

• Professional demeanor and genuine client-service orientation

Bonus Points For

• Financial services industry experience (banking, insurance, investments, accounting)

• Retirement plan industry familiarity (401(k), 403(b), pension plans)

• Experience with recordkeeper systems (Ascensus, Empower, Fidelity, etc.)

• QKA, QPA, or other retirement plan certifications (or in progress)

• Experience at a firm with fewer than 25 employees

The Right Person:

• Proactive, not reactive — sees what needs to be done and does it

• Systems-minded — loves creating order from chaos and looks beyond the immediate task

• A natural problem-solver — identifies issues before they escalate and proposes solutions rather than just flagging problems

• Communicative — keeps stakeholders informed without being prompted

• Detail-obsessed — nothing slips through the cracks on your watch

• Growth-oriented — likes to iterate, improve, and take on more over time

• Self-aware — knows your strengths and asks for help when needed

• Can-do attitude — finds energy (not stress) in variety and direct impact

• Client-focused — shares our service mindset

The Wrong Person:

• Needs extensive hand-holding and constant supervision

• Prefers a highly structured, predictable 9-5 punch-clock mentality

• Can’t work independently or make judgment calls

• Wants a corporate career ladder with 15 titles

• Needs to be chased for updates or doesn’t flag issues early

• Is uncomfortable with the pace and informality of a small private firm

If you’re the right person, you’ll know it. Apply!

Base Salary:

• $58,000–$62,000 annually for full-time; prorated for part-time arrangements

• Performance bonus potential (Year 2 )

Benefits:

• 401(k) with 3% employer contribution

• 18 days PTO 11 federal holidays birthday

• QSEHRA health benefit ($537.50/month toward individual health insurance)

• Monthly parking covered

• $1,000 annual budget for professional development

• Hybrid schedule after 6-month training period (3 days/week in office)

• Growth opportunities into client service or operations management

Work Environment:

• Full-time in office during 6-month training period — you’ll learn faster with direct mentorship

• Hybrid schedule (3 days/week in office) after training

• Historic Old Town Alexandria location (walkable to restaurants, shops, and King Street Metro)

• Small team with direct partner access

We respect your time and ours. Here’s what to expect:

1. Apply — Submit your materials. If there’s a fit, you’ll advance to a Zoom screen.

2. Zoom Screen (30-45 minutes) — We’ll spend the first part learning about your background and goals and confirming compensation expectations. You should ask questions about the role and our culture. The remaining time includes a brief shared-screen skills exercise to see how you work.

3. Video Interview (60 minutes) — Meet both partners. Discuss experience, work style, and scenarios in depth.

4. Reference Checks — We’ll check 2–3 references before the in-office round.

5. In-Office Interview (60 minutes) — See our workspace. Working session with a sample task. Final questions both ways.

6. Offer — If we’re mutually excited, we’ll extend an offer.

Timeline: ideally 2–4 weeks from application to offer.