Administrative Assistant
2 weeks ago
Looking for an Office Manager/Administrative Assistant to join the team at a boutique Accounting Firm in Manhattan Beach.
Responsibilities Include:
• Answer, screen and manage incoming phone calls, faxes
• Organize calendar events & meetings
• Schedule client meetings & call to confirm meetings
• Manage emails, mail, packages and others forms of correspondence
• Create and/or convert documents into fillable Adobe
• Create and/or send documents using DocuSign to expedite client signing process
• Scan & file client documents
• Pick Up/drop off at Post Office, FedEx and similar
• Make deposits at various banks
• Manage office VoIP phone system (OOMA)
• Track & replace office supplies as necessary to avoid interruptions
• Assist Colleagues whenever an opportunity arises
• Create & update database for clients information, meetings & documents
• Maintain a level of visual organization and cleanliness in the office: for example: watering office plants, wiping down counters, tossing old flowers
• Coordinate client birthday cards, sympathy cards etc.
• Open and close utility accounts for various clients
• Change address on mail for various clients
• Help to organize and clean out client homes ready for sale or rental
• Coordinate donations to Goodwill, food pantry, animal shelters, Habitat for Humanity, etc.
• Miscellaneous Data Entry
• Drop off and pick up of documents and correspondence for clients
• Order medical and personal supplies for clients to be delivered
Required Skills:
• Strong working knowledge of Microsoft office suite including Word, Excel, PowerPoint and Outlook
• Proven ability to manage tasks with competing priorities and deadlines, independently determining order of priority and self initiating other value-added tasks.
• Outstanding initiative and a strong work ethic;
• Responsible with a strong sense of dedication;
• Possess excellent interpersonal, verbal and written communication skills;
• Ability to work well under pressure and with time constraints;
• Has outstanding organization skills with high attention-to-detail; and
• Team-oriented with strong integrity and professionalism.
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