Job Description

FIRM ADMINISTRATOR

To perform general office managerial, and executive administrative duties and provide support to partners and other personnel as required. Applicant must have a minimum of seven years of solid experience (including supervisory experience) in a professional office setting and must be highly proficient in Microsoft Office (Outlook, Word (advanced proficiency), and PowerPoint). Applicant must be punctual, self-motivated and have a strong work ethic.

Other requirements include:

• Excellent oral and written communication skills.

• Excellent interpersonal skills.

• Excellent phone presence: professional and upbeat.

• Team player.

• Ability to work independently.

• Ability to exercise independent judgment.

• Ability to prioritize.

• Excellent organizational skills.

• Advanced proficiency in Word.

• Experience with Excel and other spreadsheet applications.

• Ability to multi-task.

Reports to two partners but may perform duties for others within the firm.

Supervises administrative personnel.

Duties include, but are not limited to:

• Preparing proposals, engagement letters, financial statements and other "end results" reporting

documents using Word and Excel, as deemed necessary.

• Preparing other client-related reports.

• Assisting in packaging of client tax folders and filing tax documents.

• Assisting in the hiring of other administrative personnel.

• Updating and developing office policies and procedures.

• Updating and keeping abreast of firm social media.

• Preparing/composing outgoing correspondence to clients, vendors, and others.

• Scheduling and confirming appointments for the partners.

• Updating partners’ calendars and contacts.

• Daily upkeep of partners’ offices.

• Assisting with billing.

• General office duties such as filing, ordering supplies, purchasing supplies locally, assisting with

answering phone, opening and closing office.

• Preparing bank deposits.

• Balancing and replenishing the petty cash.

• Overseeing and assisting with general upkeep, cleanliness and organization of office and

grounds.

• Contacting vendors and service providers for quotes and working with the chosen vendor/service

provider to ensure the firm is receiving the services and level of service expected.

• Preparing outgoing mail & packages and assisting in logging incoming/outgoing mail.

• Updating & monitoring the equipment logs.

• Renewing professional memberships.

• Applying for and renewing business certifications.

• Liaison between office personnel and IT professionals to ensure equipment and software are in

proper working order, assisting IT company in troubleshooting problems.

• Additional duties in absence of other administrative personnel.

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