Director of Firm Operations

Job description

What you should know:

Mulberry Talent Partners is proud to announce our exclusive partnership with Zachary Scott, a boutique Seattle-based investment bank who advises privately held companies across a variety of industries on mergers, acquisitions, and capital transactions. Purposely sized with 12-15 professionals so every client they work with receives partner-level attention and allows every employee to have a visible and impactful effect on how the firm runs.

This opportunity is the operational center of the firm. This is an established, legacy role reporting to the Managing Partner and overseeing one direct report while owning the infrastructure that supports a small team of bankers who do complex work. New ideas and process improvements are welcomed while honoring established best practices.

This is a broad role offering variety including people support and development, money in and out, facilities and office oversight, point of contact for outside vendors for IT, benefits, and more. The people who do well at Zachary Scott are self-directed and display professional confidence working with a group of intelligent busy professionals. You will often be the only person in the building who knows how something works, which means you need to be comfortable making decisions, documenting them, and telling the partners what you did rather than waiting to be asked. Unlike most investment banking companies, they value employees and their time away from work with understanding that sometimes you need to address things outside normal business hours.

Key Responsibilities:

Manage onboarding and offboarding end to end, from offer letter through final paycheck

Own benefits administration: the annual renewal, broker relationship, open enrollment, employee questions, and 401(k) plan administration

Coordinate recruiting logistics and relationships with search firms and university programs

Administer the annual performance review and compensation cycle: process design, timeline, materials, and follow-through.

Maintain personnel records, employee handbook, and compliance with Washington employment law

Run semi-monthly payroll, including benefits deductions and retirement contributions

Prepare and issue client invoices; track receivables and manage collections follow-up

Manage accounts payable, vendor payments, and professional expense reimbursements

Coordinate with outsourced bookkeeper and outside CPA firm

Produce a monthly reporting package for the partner group: revenue and fee tracking, expenses against budget, and cash position

Support the annual financial audit and tax preparation process

Serve as the internal coordinator for our outsourced FINRA compliance consultant and Financial and Operations Principal

Maintain firm books and records to broker-dealer standards

Track registered representative licensing: continuing education deadlines, Form U4 and U5 information gathering, annual attestations, and FINRA Contact System updates

Keep written supervisory procedures current and administer annual compliance certifications

Assemble documentation for regulatory examinations

Serve as primary point of contact for our building lease, landlord, and utilities

Manage the vendor stack: insurance including the firm's fidelity bond, telecom, software subscriptions, and supplies

Manage our third-party managed IT service provider

Keep the firm website current and post transaction announcements to LinkedIn

Your areas of knowledge and expertise:

Bachelor's degree or equivalent professional experience and SHRM-CP, PHR or comparable HR credential

Eight or more years of progressively responsible operations or administration experience, including at least three as the senior operational person in a small organization

Direct hands-on experience across the following: HR administration and benefits; payroll and accounts payable and receivable; facilities and vendor management; IT vendor oversight; regulatory or licensing compliance administration

Experience at a small professional services firm: investment bank, registered investment adviser, law firm, CPA firm, consultancy, or other related field

Demonstrated comfort operating as a true generalist, moving between strategic and clerical work in the same afternoon without either resentment or loss of quality

Sound judgment and absolute discretion. You will handle payroll, compensation, personnel matters, and confidential client information

Strong written communication and fluency with QuickBooks or comparable accounting software, a payroll platform, and Microsoft 365

Preferred experience includes the following and will help you stand out as a candidate

Experience selecting, implementing, or migrating business systems — payroll, HRIS, CRM, or document management

Exposure to a FINRA-registered broker-dealer or SEC-registered investment adviser, and familiarity with the administrative rhythm of registration, continuing education, and examination

Experience building process documentation where none previously existed.

Compensation and Benefits

Salary range $130-$150K DOE plus annual bonus. Our client is a total rewards company, which includes rewards beyond base salary and bonus. Employees are eligible for 100% employee and dependent paid medical benefits and $1200 annual stipend for family for vision and dental reimbursement. Additionally they offer paid parking in covered garage, a 3% match on an IRA, 3 weeks of vacation plus additional sick time, and 10 paid holidays.

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Worksite address

seattle, WA, 98127, US

Who can apply

Review the original listing for work authorization, qualifications and employer requirements.