Firm Administrator

3 months ago

Hollywood, United States HirefinderRPO Full time

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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