Office & Project Manager

Company DescriptionAustin Trust Company is the first private trust company chartered by the Texas Department of Banking, with a legacy of excellence in trust and estate administration since 1987. Managing approximately $1.6 billion in assets, the company specializes in providing tailored fiduciary services to support multigenerational financial goals and complex estate planning needs. Clients benefit from personalized guidance, timely communication, flexible meeting options, and accurate tax reporting. Austin Trust Company is dedicated to delivering exceptional service while upholding the highest standards of quality and trust.PURPOSEThe Office Manager / Project Manager at Austin Trust Company serves in a dual-role capacity, responsible for overseeing the company’s day-to-day office operations while leading and coordinating internal projects and initiatives. This position ensures an efficient, organized, and well-functioning workplace, while also driving process improvements and supporting strategic execution across departments.As a member of the corporate team, the Office Manager / Project Manager works closely with leadership and staff to enhance communication, streamline workflows, and promote operational excellence. This role also partners with the Controller to gain cross-functional knowledge of financial operations, providing support and continuity for key accounting and reporting functions as needed.ESSENTIAL DUTIES AND RESPONSIBILITIESOversee daily office operations to ensure a professional, efficient, and well-maintained work environment Manage vendor relationships, office supplies, and facilities-related needs Coordinate internal communications and support team logistics and scheduling Plan, coordinate, and track internal projects and firm initiatives from inception to completion Establish timelines, monitor progress, and ensure accountability for deliverables Identify opportunities for process improvement and implement systems to increase efficiency and scalability Support leadership with administrative priorities, reporting, and execution of key initiatives Oversee and track employee onboarding and offboarding processes, ensuring a consistent and compliant experience, including coordination across departments and proper documentation Assist with onboarding logistics, training coordination, and maintenance of employee records and internal systemsPartner closely with the Controller to develop a working knowledge of financial reporting, cash management, operational accounting processes, reporting cycles, and internal controls Provide backup support for critical accounting and operational functions to ensure continuity Assist with select financial analyses, reconciliations, and process documentation as appropriateMINIMUM REQUIREMENTSTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Bachelor’s degree required; degree in business administration, finance, accounting, or a related field preferred. Relevant certifications (e.g., PMP, CPA, or similar) are a plus. Minimum of 5+ years of experience in office management, operations, project management, or a related role, preferably within a professional services environment. Working knowledge of financial operations, including budgeting, reporting, or accounting processes; experience supporting or partnering with an accounting function strongly preferred. Strong organizational and project management skills with the ability to manage multiple priorities, meet deadlines, and drive projects to completion. High level of attention to detail and ability to manage and improve processes, systems, and internal controls. Excellent communication and interpersonal skills, with the ability to collaborate effectively across departments and levels of the organization. Demonstrated ability to handle sensitive and confidential information with discretion and professionalism. Proactive, solutions-oriented mindset with strong critical thinking and problem-solving abilities. Experience coordinating employee onboarding and offboarding processes, including tracking, documentation, and cross-functional collaboration, preferred.COMPETENCIESStrong interpersonal and problem-solving skills. Prominent ownership mentality with a proactive, solutions-oriented approach to challenges and opportunities.Sound judgment and decision-making, with a consistent commitment to integrity and confidentiality that align with ATC policies and procedures.Effective collaborator who builds trust and works seamlessly across teams and levels of the organization.Ability to see the “big picture” with excellent time management, prioritization and organization skills. Process-minded with a focus on continuous improvement, efficiency, and scalability.Professional written and verbal communication skills (English).Proficient use of Microsoft Word, Excel, Outlook.Professional presence and demeanor reflective of the firm’s standards and culture.Must have a valid driver’s license and maintain personal automobile liability insurance coverage.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.Ability to sit for long periodsAbility to spend a minimum of 3 – 4 hours a day conducting business via the computerAbility to hearAbility to talk with clients, staff and outside professionals utilizing a telephoneAbility to lift light loads (under 50 pounds)Ability to bend knees/squat up & down in order to access fireproof/non fireproof filing cabinets (lower file cabinet drawer at floor level, top drawer of file cabinets four (4) feet from base of file cabinet)Ability to drive a vehicle for company businessMeet with clients and professionals in a variety of locations outside of the office/city, such as private residence, hospitals, nursing homes and other private and non-private settingsWorking Conditions/Hours:Full time: 8:30 am – 4:30 pm, Monday – Friday