Operations Manager

Job Description

Operations Manager

Description

Based in either St. John's, Newfoundland or Toronto, the Operations Manager’s role is responsible for overseeing day-to-day operations of ShortFinancial, a fast growing boutique investment management and financial planning firm with an office in St. John's and one at Wellington Street and Younge, Toronto. ShortFinancial has five partners and is a leading edge practice using fundamental and algorithmic trading methodologies to select stocks, bonds and other investments to manage in excess of a half billion dollars of individual client's wealth. The candidate will play a key role in human resource management, streamlining processes, and improving overall operational performance.

Key Responsibilities

1.   Human Resources

2.   Team Coordinator

3.   Process Development and Training

4.   Company Operations

5.   Pay & Compensation

6.   Licensing, Education, Memberships and Insurance

7.   Compliance

8.   Administration of Technology, Resources and Tools

9.   Trading and Croesus

10. Back-up other Team Members

1.  Human Resources

·       Define, monitor, and manage team roles and responsibilities

·       Assist in the creation of development plans and ensure professional development is current

·       Inspire employees to thrive, develop their skills, and find fulfillment in their work

·       Supervisor/manage the performance of employees

·       Conduct employee performance evaluations monthly for first 6-months, annually thereafter

·       Check in on progress with goals set during performance evaluations, quarterly

·       Serve as a point of contact for employees regarding workplace issues, grievances, and conflict resolution

·       Monitor employee engagement

·       Take disciplinary actions including firing

·       Maintain employee files, vacation schedule and sick days

·       Create employee agreements/contracts

·       Create HR/office policies in coordination with the ESA and health and safety regulations

·       Co-ordinate and implement training

·       Champion, drive and maintain a positive workplace culture

·       Recommend and plan team events

• Identify and address problems and opportunities for the firm

·       Execute hiring when needed, including post jobs, screen resumes, conduct interviews, check references, negotiate salary, create offer of employment and orient new team members

2.  Team Coordinator

·       Coordinate, lead, and attend all planning sessions for the firm

·       Provide input for the firm’s business plan and strategy

·       Liaise with partners to develop documentation for business plans, objectives, vision statements, value statements etc.

·       Communicate plans to the administrative/client service team and work with them to ensure delivery of required action plans to meet the firm’s objectives

·       Schedule and manage the agenda and minutes for team meetings

·       Act as a liaison between partners and employees to ensure clear communication and coordination of tasks

·       Be willing to ‘push back’ with Partners on issues or opportunities you feel strongly about

·       Assume responsibility for optimizing the efficiency of all aspects of the office

3.  Process Development and Training

·       Design, review, and maintain effective workflow policies and procedures

·       Proactively identify and address potential problems in workflow

·       Ensure workflow and tasks are distributed evenly among all team members

·       Ensure service standards are delivered and maintained by all

·       Work closely with employees and Partners to identify training needs

·       Develop, deliver and evaluate training programs

·       Train new team members and existing team on updates to processes

·       Provide ongoing support and coaching to employees to help them apply new skills in the workplace

·       Ensure employees are cross-trained

·       Empower employees to grow and enjoy their work

·       Continually seek to improve and promote work efficiency

4.  Company Operations

·       Facilities management

·       Maintain office rental/lease agreement

·       Manage receipts and billings

·       Banking

·       Prepare annual cash-flow, monthly profit and loss statements and budget

·       Liaise with bookkeepers and accountants

·       Make recommendations on what to outsource

5.  Pay & Compensation

·       Administer employee payroll, group benefit enrolments and terminations, etc.

·       Review and approve expense reimbursement requests

·       Recommend compensation increases

6.  Licensing, Education, Memberships and Insurance

·       Maintain memberships, licensing requirements (renewals), E & O Insurance (corporate and individual)

·       Stay abreast of available industry courses and communicate to team members where of benefit

·       Ensure professional development is current and oversee course enrollments

·       Track and monitor Continuing Education and applicable credits

·       Maintain business liability insurance

7.  Compliance

·       Ensure firm and employees are up-to-date on regulatory standards

·       Ensure all team members are educated on and complying with regulatory requirements

·       Coordinate appropriate responses to internal audits

·       Document client complaints

·       Ensure all comply with Anti-Money Laundering legislation

·       Laisse with compliance department to document and adhere to internal control systems related to market conduct oversight and risk mitigation

·       Provide periodic reports as required

8.  Administration of Technology, Resources and Tools

·       Stay abreast of new tools, software, updates, and technologies to help improve the business overall

·       Ensure the effective integration of procedures, tools, technology and people         

·       Oversee the management of office IT systems, ensuring the proper functioning of networks, computers, and software including those associated with marketing and financial planning

·       Work with IT support to troubleshoot any issues with office equipment and technology

9.  Trading and Croesus

·       Recommend and adopt procedures for Model Portfolio Management in Croesus

·       Oversee all trading including in Model Portfolios

·       Ensure all Models Portfolios are up to date and accurate and have all appropriate clients assigned to the correct Models

·       Assist Partners and staff in using the Croesus system according to processes set out

10.Back-up other Team Members

·       Provide back-up support to other team members who may be absent due to illness, injury or vacation

Education/Skills/Requirements

·       Experience in a financial services advisory firm preferred

·       Completion of the Canadian Securities Course and CPH Handbook to complete IR requirements

·       Completion of the Provincial Insurance License (LLQP), including Accident & Sickness

·       Post-Secondary Education

·       Prior management experience/team leadership

·       Superior strategic thinking

·       Strong leadership and management skills

·       Proactive leader

·       Procedural

·       Superior multi-tasking skills

·       Ability to make sound decisions quickly

·       Excellent, effective communications skills – verbal and written

·       Direct communicator

·       Business partnership/relationship development and client service skills

·       Outstanding initiative

·       Advanced knowledge of technology, tools and software – technology oriented

·       Proficient in CRM Tools, Microsoft Office Suite of Tools

·       Comprehensive knowledge of procedures for all industry related systems and products

·       Be growth oriented, financially prudent – be expense and profit conscious

·       Ability to handle confidential information with discretion

·       Knowledge of basic accounting and bookkeeping

·       Work towards CFP designation (a bonus)