People Operations Coordinator

About Us

Well-known financial advisors Michael Kitces and Alan Moore witnessed firsthand the growing demand for fee-for-service financial planning. This inspired them to create a solution that could streamline billing processes for advisors while ensuring regulatory compliance. Since its public launch in 2018, AdvicePay has become a cornerstone of the financial planning landscape, serving thousands of advisors and firms nationwide and earning recognition for its innovative approach.

Today, AdvicePay continues to grow and adapt with new features and partnerships, enhancing the platform's capabilities. Driven by our belief in the fee-for-service model, our mission remains clear: to empower advisors and firms in offering fee-for-service financial planning. Our aim is to make getting paid for advice easy and scalable for everyone involved – from advisors to the home office, and clients. As the industry evolves, we're dedicated to staying ahead of the curve, ensuring that AdvicePay remains the trusted solution for financial professionals nationwide.

We are headquartered in Bozeman, Montana and we are incredibly proud to be listed on the Inc. 5000 list of America's Fastest-Growing Private Companies for 3 years in a row, as well as being recognized as a 2022 WealthTech 100 company, which places us among the top 100 innovative FinTech providers in the world addressing opportunities faced by the wealth and asset management industries.

You’ll love working here if you value - and want to contribute to - a positive, inclusive, innovative, and “Get Sh*t Done” culture where teammates help one another succeed and are committed to doing the right thing. If you're up for the challenge of disrupting an industry, join us.

About the Position

The People Operations Coordinator is a proactive, detail-oriented, and energetic individual who loves turning administrative projects into meaningful experiences for team members. In this role, you aren’t just managing calendars or ordering lunches - you are the “boots on the ground” for our culture, ensuring that HR processes and team events run smoothly, thoughtfully, and with real impact.

This isn’t a role where you wait for instructions. You’ll spot needs before anyone else does and take initiative - whether it’s coordinating a complex interview schedule across four time zones, leading a team celebration, or supporting a quarterly EOS planning session. Your work directly contributes to keeping our operations organized, efficient, and enjoyable for everyone.

While this role reports directly to the HR Manager, you will also partner with the Leadership Team (LT) on ad hoc projects. You’ll have the chance to learn, grow, and make a meaningful impact in a fast-paced, multi-state software company.

What You’ll Be Doing

Team and Leadership Event Planning

• Support the planning, coordination, and execution of team and leadership events, trainings, and strategy sessions under the guidance of the HR Manager.

• Maintain accurate and up-to-date calendars, including meeting details, locations, video conferencing links, and agendas.

• Prepare and organize materials such as agendas, slide decks, surveys, and handouts, as needed.

• Coordinate logistics for on-site and off-site events, including space reservations, meals, and facilitator support.

• Lead the design and distribution of post-event surveys and feedback tools that encourage thoughtful reflection and actionable input.

• Partner with the HR Manager to review feedback, identify themes, and recommend improvements for future events to the Leadership Team (LT).

Quarterly EOS Planning Session Coordination

• Coordinate with the LT on themes and objectives for teamwide Quarterly Planning sessions.

• Lead the Quarterly Planning Committee, soliciting and coordinating members to plan and execute our quarterly planning sessions on time and within budget.

• Prepare and distribute EOS materials to the Implementer in advance of sessions.

• Manage Quarterly Planning logistics including travel, lodging, meeting spaces, meals, activities, and speakers or presenters.

• Serve as a point of contact for Team Members (TMs) regarding schedules, logistics, and session-related questions.

• Collect, analyze, and summarize post-session feedback to identify opportunities for improvement and reinforce practices that work well.

• Maintain and communicate the EOS calendar and planning timeline to ensure the LT, TMs, and the EOS Implementer are aligned on the schedule.

• Coordinate with the EOS Implementer to schedule future sessions.

Recruiting Support

• Coordinate steps of the hiring process, including interviews, work samples, and interviewer debrief sessions, following established processes under the direction of the HR Manager.

• Schedule candidate interviews and manage logistics such as flights and lodging for in-person interviews.

• Assist with candidate phone screens, either independently or in partnership with the HR Manager depending on the role and volume.

• Represent AdvicePay at recruiting events, creating a welcoming and professional candidate experience.

• Support efforts to increase awareness of AdvicePay as a great place to work for both local and remote candidates.

• Follow processes carefully and proactively flag opportunities to improve the candidate experience, learn best practices, and contribute ideas over time.

Total Rewards Administration

• Track and report on benefit utilization, ensuring information is accurate and up to date.

• Send timely reminders to TMs about benefits, professional development, open enrollment, and other programs.

• Serve as a reliable backup for payroll processes, learning the steps and building confidence to perform them independently when needed.

• Communicate payroll deadlines and key information to TMs and people managers.

• Create and send Personnel Record Change forms for promotions, time-in-service updates, and job description changes, owning accuracy and timeliness once trained.

• Approach all benefits and HR processes with attention to detail and follow-through to ensure TMs feel supported, informed, and confident in the process.

Employee Happiness and Engagement

• Own and execute activities that celebrate and engage TMs, including sending Birthday and “Workiversary” messages, and coordinating gifts for major life events.

• Manage Core Values award nominations and selection, updating All-hands meeting slides as needed.

• Support TM onboarding and offboarding tasks, including assembling and sending materials and welcome packages for new TMs, and updating shared tracking sheets for benefits and other systems.

• Approach every interaction with thoughtfulness and attention to detail, ensuring TMs feel valued, seen, and supported.

• Provide ad hoc administrative and coordination support for the Leadership Team as needed, contributing to smooth operations and project execution.

HR Administration Support

• Assist with HR compliance tasks under the guidance of the HR Manager, including audits of I-9s, life insurance beneficiary forms, background checks, and policy acknowledgements.

• Generate HRIS reports as needed (turnover, timesheets, demographics, etc.) and maintain accurate records.

• Track and update required postings, state filings, and compliance training records.

• Learn People Department software and tools to assist with HR administration and build competency over time.

• Execute all tasks with a focus on accuracy, confidentiality, and supporting a positive employee experience.

• Other duties as assigned

The Deets

• Start Date: ASAP

• Status: Non Exempt, Part-time (20-25 hours/week)

• Schedule: Monday-Friday (4-5 hours/day)

• Location: Bozeman, MT

• Department: People

• Reports to: Human Resources Manager

Compensation & Benefits

• Salary: $30.43/hour - $32.46/hour

• Accrued paid time off to use as you see fit

• 11 paid holidays when the office is closed

• 401(k) with match - you put in 6% and we put in 4.5%

• 12 weeks of paid parental leave for the birth or adoption of a child

• Health benefits package provided of up to $275/month for an individual, $630/month for families

• Dental, Vision, Voluntary Life and AD&D, and Accident insurance options

• Up to $1800/year to cover the cost of working with a financial planner, plus up to $500 toward the one-time upfront fee

• $125/quarter to spend on yourself specific to our core value of “Be Well Being You”

• $500 donated to a non-profit organization of your choice when you volunteer 40 hours/year

• $1,000/year in Professional Development funds

• Subsidized employer-sponsored childcare through our partner daycare program for Bozeman area Team Members

• Pet insurance

• Company-owned laptop provided

Please see our Team Member Handbook to learn more about the benefits and perks we offer!

What You’ll Bring to the Table (If you think, “I only meet 80% of these qualifications”, still apply!)

• 0–2 years of experience in administrative, office management, hospitality, or entry-level HR/operations roles. High-growth startup experience is a plus, but an eager-to-learn, proactive entry-level candidate is ideal.

• Ability to manage calendars, coordinate logistics, and plan events across multiple time zones with attention to detail.

• Proficiency with Google Workspace (Docs, Sheets, Slides) and an aptitude for learning HRIS (e.g., Gusto, Rippling), ATS (e.g., Recruitee), and other project management tools (e.g., Notion).

• Excellent written and verbal communication skills, with a natural ability to make team members feel welcome and supported.

• Strong attention to detail and follow-through; capable of catching errors before they affect team members or processes.

• Proactive and curious, able to anticipate team member and organizational needs and take initiative within established processes.

• Discretion and integrity, with the ability to handle sensitive HR information confidentially.

• Comfortable taking direction from multiple stakeholders while maintaining clear priorities and accountability.

• Thoughtful, people-focused mindset - capable of turning administrative or operational tasks into meaningful experiences for team members.

• Eagerness to learn and take on new challenges, with a proactive, can-do attitude.

• Comfort with basic event planning or logistics.

• Ability to collaborate effectively with team members and cross-functional leaders.

• Some interest in HR operations, recruiting, or employee experience.

• High sense of personal responsibility + integrity (required).

• An understanding of and strong alignment with our core values (required).

• Legally authorized to live and work in the United States (required).

• Must be based in Bozeman and available for in-office work.

What Will Make You Stand Out From the Crowd

• Previous experience in an HR, People Operations, or employee experience role.

• Proven success in roles involving event planning, office management, project coordination, or executive support.

• Demonstrated ability to anticipate needs, follow through independently, and elevate the experience of team members or customers.

• Experience in a high-growth startup or fast-paced environment.

Application

• In lieu of a cover letter, please respond to the following prompt in 2–3 paragraphs:

  Tell us about a time you were responsible for organizing a project, event, or process that involved multiple people or moving parts - with little to no supervision. Describe the situation and your role, how you planned and stayed organized, and how you anticipated or handled challenges to ensure it ran smoothly. Please include specific examples of what you did.

  What was the impact on the people involved, and what part of the experience did you enjoy most?

• Resume (to be uploaded)

Note on AI use: While AI is a useful tool for refining your work, please ensure this response is primarily in your own words and reflects specifics from your own experience. We're interested in seeing your unique communication style and personality shine through.

Applications will be reviewed as they are received. Please note that we review every application individually, and because our team is small, we’ll be closing this posting once we’ve received a manageable number of applicants (around 50 - 75). If you’re interested in this role, we encourage you to apply sooner rather than later - we don’t want you to miss the window!

Process

1. Initial phone screen answering a few short questions about AdvicePay and the position

2. First-round interview with the hiring manager

3. Work sample

4. Final round, including:

   • An informal coffee chat to get to meet some current AP team members

   • Final interview with Head of People

   • Final wrap interview with the hiring manager

Our typical hiring process takes 4-6 weeks from when we first post the job to when we extend a final offer

After applying, please be on the lookout for an email from us confirming receipt of your application, as well as future correspondence (emails sometimes get caught in your Junk/Spam folder or a Promotions tab)

AdvicePay believes that our Team Members, and the individual identities and experiences of our Team Members, are our key differentiators. We won't settle for mere acceptance of each other's differences because we maintain that our Team is better because of our differences, not in spite of them. As such, our culture celebrates, champions, supports, protects, and thrives on our various and collective identity categories. AP is beyond proud to be an equal opportunity employer.