Position Overview
The main expectation for this position is to ensure the smooth daily operation of the office by managing administrative tasks, supporting the accounting team, and maintaining clear communication with clients and colleagues. The ideal candidate will be versatile, proactive, and an excellent communicator — someone who can wear many hats and thrive in a fast-paced, detail-oriented environment.
Key Responsibilities
Organizational Skills
Calendar Management: Schedule and organize meetings, appointments, and firm events.Document Organization: Keep client files, records, and documents organized and easily accessible.Office Supplies Management: Maintain inventory and reorder supplies as needed to ensure efficient office operations.Communication Skills
Handling Correspondence: Manage emails, phone calls, and postal mail professionally and efficiently.Internal Communication: Coordinate with accountants and partners to support various projects and administrative needs.Customer Service: Greet clients, answer inquiries, and ensure every visitor and caller receives friendly, professional service.Time Management
Multitasking: Handle multiple priorities while maintaining focus and accuracy.Prioritization: Assess which tasks need immediate attention and manage workload efficiently.Supportive Role
Assist managers and team leads with administrative tasks and client coordination.
Plan and organize internal meetings, events, and team activities.
Provide backup support for partners and accountants when needed.
Health & Safety Compliance
Help maintain a clean, safe, and organized office environment.Support adherence to company policies, including confidentiality and compliance standards.Client Interaction
Manage front-desk duties, including greeting visitors and answering calls.Assist with scheduling client meetings and preparing client materials.Serve as a helpful and professional liaison between clients and firm staff.Additional Expectations
Data Entry and Accuracy: Maintain accurate records for invoices, reports, and financial documents.Invoice Collection: Assist in collecting and organizing client payments and documentation.Problem Solving: Use good judgment to handle challenges efficiently and professionally.Discretion and Integrity: Handle confidential and financial data with care and professionalism.Essential Skills & Qualifications
Education: High school diploma or equivalent required; associate’s or bachelor’s degree preferred.Experience: Minimum of 2 years in an administrative or office support role (experience in a professional services or accounting environment preferred).Technical Proficiency: Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with office equipment.Analytical & Organizational Skills: Strong attention to detail, accuracy, and time management.Communication: Excellent verbal and written communication skills, both in-person and via email or phone.Professionalism: Dependable, punctual, and committed to maintaining confidentiality. Read Less