Firm Administrator - FL - On Site

Vensure Employer Solutions

Firm Administrator - FL - On Site

Hollywood, FL
Full Time
Paid
  • Responsibilities

    ****Position Summary

    Perform general office managerial, executive administrative duties and provide support to partners and other personnel as required.

    Essential Duties and Responsibilities

    • 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, purchase 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 professional to ensure equipment and software are in proper working order, assisting IT company in troubleshooting problems.
    • Additional duties in absence of other administrative personnel.

    Knowledge, Skills, and Abilities

    • 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 application.
    • Ability to multi-task.