Operations Coordinator - job 1 of 2

Why Great Gray?

At Great Gray Group, we strive to set the bar for the retirement services industry. Our goal is to deliver advanced retirement solutions that combine our core fiduciary services with robust investment options, innovative technology, and dedicated client service. We focus on making choices clearer, transitions smoother, and the client experience more delightful. Complacency isn't in our vocabulary. Every day, we look for opportunities to better serve our clients, be an excellent business partner, and earn the trust of those who rely on us. 

The Role

Great Gray is looking to add an Operations Coordinator to our Administrative Services Team. This position is responsible for coordinating, supporting and executing operational activities across a variety of channels. This individual must demonstrate a high standard of professionalism, accuracy and efficiency.

Location

This position will work from our Las Vegas, NV office. Great Gray currently supports a hybrid work model with 4 days onsite and 1 day remote.

Visa sponsorship or transfer of an existing visa is not available for this position. Applicants must be authorized to work directly for any employer in the United States without visa sponsorship or transfer.

Responsibilities 

·       Create and manage agreements, addendums, and NCF documentation.

·       Pull and compile data or lists as needed for management or special projects.

·       Track and manage incoming security questionnaires.

·       Prepare and deploy quarterly score reports.

·       Maintain and update internal documentation across systems.

·       Run monthly usage reports and manage user access and permission lists.

·       Set up new members in the portal with correct permissions and client information.

·       Update existing member information, including emails, pricing, services, access, and contact details.

·       Process onboarding documentation and upload to appropriate SharePoint folders.

·       Schedule onboarding and training calls with ASAs and new members.

·       Develop and distribute onboarding materials for new members.

·       Process new retail member setups, including folders, portal accounts, users, and plans.

·       Manage user updates, such as password resets, troubleshooting, migrations, and access changes.

·       Process member terminations and handle merger/acquisition transitions.

·       Schedule meetings, trainings, and client appointments.

·       Monitor and troubleshoot basic technical issues or escalate as appropriate.

·       Assist with planning and executing events, including: National Conference, Midyear Meeting, Monthly employee appreciation events, Client tradeshows and advisor events

·       Make travel arrangements and coordinate staff activities.

·       Support the executive team with ad hoc projects and requests.

·       Onboard and process new client accounts and handle client terminations.

·       Manage and update client and internal databases, including billing support as needed.

·       Correspond with clients on new account setup and ongoing service-related questions.

·       Complete other related duties as assigned.

Qualifications & Experience

·       Bachelor’s degree in Business or a related field of study; High School Diploma and equivalent work experience may be substituted

·       1+ years of experience in a fast-paced, administrative role within a professional office setting

·       Strong working knowledge of Microsoft Office Suite and demonstrated technical acumen

·       Excellent written and verbal communication skills

·       Strong organizational skills with the ability to multi-task, while still maintaining sound work quality/integrity

·       Client-orientation and willingness to go the “extra mile” when responding to client request – understanding of how to effectively escalate issues as needed

·       Critical thinker with a solutions-focused work style

·       Must work well in a team environment with a positive attitude

·       Minimal travel may be required

·       Ability to thrive in a fast-paced, dynamic environment and manage multiple priorities effectively

·       Comfortable navigating ambiguity

·       Entrepreneurial mindset to bring best practice ideas to the team

·       Exhibits our Great Gray attributes: Results-Driven, Innovative, Resilient, and Decisive

Benefits

We have a comprehensive and competitive benefits package at Great Gray. Some of the highlights are:

·       Be an integral part of an early-stage, high-growth organization!

·       Hybrid work environment

·       Competitive compensation package including 401(k) with elective and non-elective match opportunities

·       Lifestyle spending allowance program

·       Medical, Dental, Vision Insurance

·       Employer-paid life and disability insurance

·       Generous paid time off program

Company Background 

Great Gray is the leading independent provider of trustee and administrative services to Collective Investment Trusts (“CITs”), with over $240 billion in CIT assets under management, across more than 800 funds. We proudly work with more than 80 subadvisors, including leading firms such as AllianceBernstein, American Funds, BlackRock, Franklin Templeton, MetLife, Neuberger Berman, PGIM, PIMCO and Raymond James. 

CITs are more than just an investment vehicle. They represent a forward-thinking approach to retirement planning. These tax-exempt, pooled investment vehicles are offered to employer-sponsored retirement plans, like 401(k)s. CITs are comparable to mutual funds, but, because they are tailored for the institutional retirement market, they can offer distinct advantages, including efficient administration and cost-effectiveness. CITs have a history dating back over 90 years; but they have gained favor over the past decade, driven by innovations, and Great Gray has been at the forefront.

Great Gray has consistently delivered year-over-year growth at an above market rate and is investing in the continued development of its core CIT business as well as complementary administrative services and technology solutions for the retirement market.

Madison Dearborn Partners (“MDP”) purchased Great Gray from Wilmington Trust in April 2023. As a result, Great Gray is an independent company owned by funds affiliated with MDP.

Investor Background 

MDP is a leading private equity investment firm based in Chicago. Since MDP's formation in 1992, the firm has raised aggregate capital of over $28 billion and has completed over 150 platform investments. MDP invests across five dedicated industry verticals, including basic industries; business and government software and services; financial and transaction services; health care; and telecom, media, and technology services.

Equal Employment Opportunity Policy

Great Gray, LLC is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, disability status or other non-merit factor.

Accommodation Statement

Great Gray is committed to ensuring individuals with disabilities and/or those who have special needs participate in the workforce and are afforded equal opportunity to apply and compete for jobs. If you would like to contact us regarding the accessibility of our website, need assistance completing the application process, or need to request an accommodation for any part of our application or interview process, please contact us at: [email protected]