Office Administrator

2 months ago

Birmingham, Alabama, United States Aprio Full time

Work with a nationally ranked CPA and advisory firm that is passionate for what's next. Aprio has 22 U.S. office locations, one in the Philippines and more than 2,100 team members that speak 60+ languages across the globe. By bringing together proven expertise, deep understanding, and strategic foresight for fast-growing industries, Aprio ensures clients are prepared for wherever life or business may take them. Discover a top-rated culture, vast growth opportunities and your next big career move with Aprio.

Join Aprio's Business Operations team and you will help clients maximize their opportunities. Aprio, LLP is a progressive, fast-growing firm looking for a Office Administrator to join their dynamic team.

This position provides high level administrative support for your local office. This role will be vitally important to the success of day-to-day operations and organization of the office. The ability to multi-task, while maintaining complex schedules is essential in this position. The ideal candidate is resourceful, an excellent problem solver and very organized.

This position requires a blend of administrative and customer service skills to provide exceptional administrative support to both clients and the internal team. The primary responsibility is to manage the front desk and ensure the smooth flow of clients and information within the office.

Position responsibilities:

  • Reception Duties:
  • Greet clients and visitors in a friendly and professional manner.
  • Answer and direct incoming phone calls, taking messages or transferring calls as necessary.
  • Maintain a neat and organized reception area.
  • Client Interaction:
  • Assist clients with inquiries, appointments, and basic questions.
  • Schedule appointments as needed.
  • Ensure client confidentiality and handle sensitive information with discretion.
  • Administrative Support:
  • Manage and maintain the office calendar, scheduling appointments and meetings for team members.
  • Prepare outgoing mail, sort and distribute incoming mail, faxes, and other correspondence.
  • Maintain electronic and paper filing systems for client records and office documents.
  • Assist with scanning of client and firm documents.
  • Engagement letters as needed, paper extensions and paper returns as needed.
  • Office Maintenance:
  • Monitor and order office supplies, ensuring inventory is well- stocked.
  • Order snacks and drinks and restock as needed.
  • Order busy season meals as needed, assist with set-up and clean- up.
  • Keep the office clean, organized, and presentable for clients and staff.
  • Submit work orders and report any maintenance issues to the appropriate personnel.
  • Maintain office equipment, place service calls, order supplies.
  • Maintain common areas, refrigerators, vending, refreshment equipment and order supplies as needed.
  • Assist with parking decals and access cards as needed.
  • Office Events:
  • Schedule and Plan office events as coordinated by the corporate office.
  • Maintain consistency in events across offices.
  • Order catering and any items needed to facilitate a successful event.
  • Ensure office space is clean and presentable.
  • Data Entry and Record Keeping:
  • Accurately input client information into tax software and databases.
  • Organize and archive client files in accordance with established procedures.
  • Assist in preparing and processing tax-related documents and forms.
  • Team Collaboration:
  • Work closely with all team members to support staff to facilitate efficient office operations.
  • Billing
  • Assist with billing and check deposits as needed
  • Other general office duties

Qualifications:

  • High school diploma or equivalent; additional education or certification in office administration is a plus.
  • Previous experience in a receptionist or administrative role is preferred.
  • Knowledge of tax-related terminology and procedures is advantageous.
  • Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with tax software is beneficial.
  • Excellent communication and interpersonal skills.
  • Strong organizational abilities with attention to detail.
  • Professional demeanor and a customer-centric attitude.
  • Ability to handle confidential information with discretion and integrity.
  • Time management skills to prioritize tasks and meet deadlines.

Why work for Aprio:

Whether you are just starting out, looking to advance into management or searching for your next leadership role, Aprio offers an opportunity to grow with a future-focused, innovative firm.

Perks/Benefits we offer for full-time team members:

- Medical, Dental, and Vision Insurance on the first day of employment

- Flexible Spending Account and Dependent Care Account

- 401k with Profit Sharing

- 9+ holidays and discretionary time off structure

- Parental Leave – coverage for both primary and secondary caregivers

- Tuition Assistance Program and CPA support program with cash incentive upon completion

- Discretionary incentive compensation based on firm, group and individual performance

- Incentive compensation related to origination of new client sales

- Top rated wellness program

- Flexible working environment including remote and hybrid options

What's in it for you:

- Working with an industry leader: Be part of a high-growth firm that is passionate for what's next.

- An awesome culture: Thirty-one fundamental behaviors guide our culture every day ensuring we always deliver an exceptional team-member and client experience. We call it the Aprio Way. This shared mindset creates lasting relationships between team members and with clients.

- A great team: Work with a high-energy, passionate, caring and ambitious team of professionals in a collaborative culture.

- Entrepreneurship: Have the freedom to innovate and bring your ideas to help us grow to become the CPA firm of choice nationally.

- Growth opportunities: Grow professionally in an environment that fosters continuous learning and advancement.

- Competitive compensation: You will be rewarded with competitive compensation, industry-leading benefits and a flexible work environment to enjoy work/life balance.

EQUAL OPPORTUNITY EMPLOYER

Aprio is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race; color; religion; national origin; sex; pregnancy; sexual orientation; gender identity and/or expression; age; disability; genetic information, citizenship status; military service obligations or any other category protected by applicable federal, state, or local law.

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