Office Manager - Nepsis Inc

Nepsis, Inc., located in Minneapolis, Minnesota, is an independent financial advisory, investment management and tax services firm founded by Mark Pearson. Nepsis® employs a comprehensive Family Office Framework that integrates financial planning, estate planning, advanced tax solutions and in-house portfolio management, offering a holistic approach to wealth management.

Guided by the Power of Clarity®, Nepsis' proprietary process empowers clients to achieve their financial goals by providing them with the knowledge and support needed to understand their financial lives. Nepsis is focused on maximizing wealth and minimizing taxes, with an emphasis on advanced tax planning to help clients achieve their long-term financial goals. In addition, Nepsis is dedicated to community impact through the Nepsis Foundation™, supporting community initiatives in the Minneapolis area.

Advisory services are offered through Nepsis Inc., an SEC-registered investment advisor. Learn more at nepsisinc.com.

Role Overview

Nepsis is looking to add an Office Manager to keep the office running smoothly and create a welcoming, five-star environment for our clients and employees. The person in this role will cover the front desk and act as the host for our clients. They will manage an approved budget, inventory, and vendor and supplier relationships to run the office, act as the liaison with the building management, and work with Nepsis leaders on various initiatives ranging from welcoming new employees to planning events. The person that will thrive in this role will be able to take the initiative to curate a warm and inviting environment in the Nepsis office.

Due to the nature of the role, this role is expected to be onsite.

Responsibilities

Office Management

• Propose, obtain approval, and manage the office budget, including vendor services, maintenance, repairs, office supply inventory, breakroom inventory, and other purchases that need to be made for the office.
• Source, maintain inventory, and restock office and breakroom supplies.
• Oversee the cleanliness of the office, especially in open or shared spaces, including the breakroom, podcast room, reception, printer areas, and conference rooms. Schedule additional cleaning services with the building as needed.
• Act as the liaison between the building and Nepsis, i.e., share communications as needed, be the representative for building meetings, and coordinate maintenance requests.
• Coordinate outgoing mail and delivery of incoming mail.
• Support the development and implementation of office related policies and procedures.
• Prepare workspaces for new employees coming and provide office tours.

Reception Desk & Client Host

• Greet and host clients and guests while in Nepsis offices.
• Manage the main phone line, transfer calls, and take messages as needed.
• Ensure the reception area is clean and stocked to welcome clients and guests to the office.
• Support the hosting of office events by helping staff to prepare for and run the event, which may include sourcing supplies, ordering catering, and greeting and directing guests, as needed.

Team Projects & Membership

• Work with leadership to coordinate logistics on assigned office expansions or improvements.
• Participate in company and team meetings.
• Other projects as assigned to support the business strategy and growth.

Necessary Skills & Abilities

• Proficient in MS Office applications, phoneline management, and other related software.
• Familiar with coordinating meetings and event planning.
• Hands on experience sourcing vendors and suppliers as well as simple maintenance of office equipment.
• Excellent time management skills with the ability to manage competing priorities.
• Strong organizational skills, problem solving, and attention to detail.
• Superior communication skills to communicate via various mediums and across diverse groups of people.
• Ability to identify areas for improvement and to take initiative to seek approval and implement the improvements.

Minimum Qualifications

• High school diploma or equivalent
• 3+ years of experience in an Office Manager or other closely related role
• Experience managing an approved office budget
• Experience with sourcing and vetting suppliers or vendors

Preferred Qualifications

• Bachelor's degree from an accredited university or college in business, hospitality, or another related area of study
• 5+ years of experience in an Office Manager role
• Experience in a wealth management firm, law firm, or another similar industry in a client facing role
• Experience setting and implementing internal systems and policies

Working Environment & Physical Demands

While performing the duties of this job, the employee is in an office environment. The noise level in the work environment is typically quiet to moderate. Client and internal company information is highly confidential.

The essential functions of the Office Manager role will require the employee to be able to communicate verbally with others. The employee will often be required to sit for extended periods of time and use a computer and other office equipment. The employee will occasionally be required to stand, move, reach, and lift up to 20 lbs.

Additional Information

This job description is intended to convey information essential to understanding the scope of the Office Manager's role. It is not intended to be an exhaustive list of experience, skills, efforts, duties, responsibilities, or working conditions associated with the role.

Consistent with the American's with Disabilities Act and other applicable state laws, it is the policy of Nepsis to provide reasonable accommodations when requested by a qualified applicant or employee, unless such accommodation would cause an undue hardship. This policy applies to all aspects of employment, including the application process. If a reasonable accommodation is needed, please contact the Human Resources Manager at 952-746-2003.