Operations Coordinator - Alexandria, VA

THE OPPORTUNITY

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 that 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 learn and grow

• Direct mentorship from experienced partners

Then this could be a great place for you!

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, optimizing processes, and workflows to gain efficiency

• Communicates well and is a natural collaborator

• 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 a small business

Is this you?

THE ROLE

As our Operations Coordinator, you'll be part of the operational backbone of our firm, handling the essential administrative tasks and operational workflows that ensure the firm can deliver exceptional client service.

Primary Focus of This Role:

• Administrative Execution & Efficiency: Providing essential, reliable support to the partners, with an eye toward improving the delivery of all administrative, logistical, and communication workflows.

• Client & Partner Deliverables: Owning the preparation, tracking, and timely execution of all client-facing materials and critical firm deadlines.

• Data Governance & System Accuracy: Maintaining the integrity of all essential firm data within the CRM (Salesforce) and ensuring the flawless management of compliance-critical documents.

ABOUT US

We're a boutique retirement plan advisory firm specializing in fiduciary consulting and investment advisory, mainly for 401(k) and 403(b) plans. Our clients are growing companies and nonprofits that need expert guidance in navigating the complex world of retirement plan compliance, investment oversight, and participant education.

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)

RESPONSIBILITIES

Administrative Coordination (~30% of the role): This core function ensures partners can focus on high-value client work. You will manage the firm's logistical flow.

• Manage partner calendars and schedule meetings

• Handle email inbox triage and responses

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

• Proactively identify opportunities to streamline existing operational workflows and improve efficiency within the firm's administrative processes.

• Maintain filing systems and the organization of documents

• 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 their distribution

• Manage document distribution to clients

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

• Respond to routine client inquiries

CRM & Data Management (~25%): You own the integrity and accuracy of the firm's client and operational data—the foundation of our compliance and reporting.

• 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 status updates to drive projects forward

• Coordinate document exchanges with vendors and maintain vendor database

• Escalate issues to partners promptly when needed

QUALIFICATIONS

Required Competencies:

• 2-4 years professional administrative or operations experience (or equivalent)

• Salesforce or CRM experience (basic exposure counts)

• Excellent written and verbal communication skills (you'll be emailing clients and recordkeepers daily)

• Strong organizational skills and attention to detail (nothing falls through the cracks)

• Self-starter mentality (small team means you'll work independently)

• Proficiency in: Microsoft Office - Google Workspace - Gemini or other AI - Task and project management software (i.e. Monday or Asana)

• Ability to manage multiple priorities and deadlines

• Professional demeanor and 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 small firm or startup (you understand the "wear many hats" mentality)

WHAT ELSE WE'RE LOOKING FOR

Beyond the technical qualifications, here's who succeeds in this role.

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 to design a more efficient process

• 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 grow

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

• Can-do attitude – Likes a challenge, 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 and communicate issues early

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

COMPENSATION & BENEFITS

Base Salary:

• $45,000 - $62,000 annually

• Performance bonus potential (Year 2+)

Benefits:

• 401(k) with employer match

• 18 days PTO + 11 federal holidays + birthday

• QSHERA health benefit ($537.50/mo toward individual health insurance)

• Monthly covered parking

• $1,000 budget for professional development

• Hybrid schedule after training

• Growth opportunities in 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 is complete

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

• Small team environment with direct partner access

We’re open to full-time or part-time arrangements for the right candidate. If you can commit to consistent, reliable hours that cover our core needs — whether that’s 40 hours or closer to 30 — we’re happy to discuss a schedule that works for both sides. During the training period, we ask for regular in-office presence, with some flexibility on days.

THE HIRING PROCESS

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

1. Apply (You're here!)

• Submit your resume and answer the 4 short questions (see below, How to Apply)

• If your materials indicate a fit, you’ll advance

2. Zoom Screening (30 minutes)

• Us: Learn about your background, skills, and goals

• You: Ask questions about the role and culture

• Both: Confirm compensation expectations

3. Video Interview with partners (60 minutes)

• Meet both partners

• Discuss experience, work style, scenarios

• Your chance to assess if we're a fit

4. In-Office Interview (60 minutes)

• See our workspace

• Working session - we'll give you a sample task

• Final questions both ways

5. Reference Checks

• We'll check 2-3 references

6. Offer

• If we're mutually excited, we'll extend an offer

• Timeline: ideally 2-4 weeks from application to offer

How to Apply

Send the following to: Planologist@retirementplanology.com

Subject Line: "Operations Coordinator - [Your Name]"

Include:

1. Resume (PDF preferred)

2. Brief cover letter answering:

   • Why are you interested in this role at a small firm?

   • What excites you about the retirement plan industry or financial services?

   • Tell us about a time you identified a problem at work before it became a bigger issue. What did you do?

   • What are your career interests, and what are you looking to learn?

Please DO NOT:

• Send generic cover letters ("I'm detail-oriented and a team player")

• Apply if you're looking for a large corporate environment

• Send your resume in .doc format (send PDFs only)

Application Deadline: Rolling basis -- we'll review applications as they come in and hire when we find the right person. We hope to find that person in time to start in Q3 of 2026.

Questions? Email us! We're happy to answer questions about the role, compensation, growth path, or anything else.