Executive Administrative Coordinator

1 week ago

Ocala, Florida, United States Shilts CPA, PLLC Full time
Job Overview

Primary Role

The Executive Administrative Coordinator acts as the main liaison for forensic and valuation client services, managing incoming calls, greeting visitors, and overseeing front desk operations. This role also involves supporting staff with various administrative responsibilities and special projects as required.

Position Summary

This professional role demands a high degree of skill and proficiency. The Executive Administrative Coordinator must be meticulous and adept at handling multiple tasks while managing frequent interruptions. Exceptional interpersonal abilities and a talent for engaging with diverse personalities are essential. A professional demeanor, strong work ethic, and vibrant enthusiasm are expected at all times. Maintaining confidentiality of client information is paramount in this position and industry.

Key Responsibilities

Front Desk and Reception Duties

  • Open the office promptly each day in accordance with established procedures.
  • Assist clients with their inquiries and requests.
  • Provide backup support for the multi-line telephone system, ensuring timely and accurate call handling.
  • Screen calls and direct clients to the appropriate personnel while providing information with professionalism.
  • Deliver exceptional customer service to clients and visitors.
  • Prepare office supply orders for management approval.

Administrative Functions

  • Prepare outgoing mail daily, ensuring readiness for morning pickup.
  • Manage incoming mail distribution and ensure timely delivery to staff.
  • Coordinate building maintenance and schedule necessary repairs.
  • Handle fax communications, ensuring proper delivery to staff.
  • Conduct quality control checks on outgoing correspondence and client communications.
  • Arrange travel logistics, including booking flights and accommodations.
  • Track Continuing Professional Education (CPE) hours for licensed staff and assist with course registrations.
  • Support team-building initiatives by organizing staff events.
  • Generate and distribute reports as needed.
  • Collaborate with the Administrative Team to address staff and partner inquiries.
  • Process and reconcile expense reports.

Marketing Initiatives

  • Develop monthly newsletters for client communication.
  • Create social media content in line with the marketing calendar.
  • Maintain contact lists for marketing purposes.
  • Track important dates for clients, such as birthdays and anniversaries.
  • Prepare annual communications and gifts for clients.

Billing and Collections

  • Assist with billing procedures and collections.

Calendar Management

  • Maintain various departmental calendars.

Forensic and Valuation Support

  • Assist with document organization and client intake.
  • Draft and distribute engagement letters as required.
  • Manage client data within the relevant software systems.

Special Projects

  • Engage in special administrative projects as assigned.

Additional Responsibilities

  • Seek opportunities for increased involvement in administrative projects.
  • Perform other duties as assigned.

Direct Reports

None

Budget Authority

None

Minimum Qualifications

  • Associate's degree in a related field or a High School Diploma/GED with two years of relevant experience.
  • Excellent communication and customer service skills.
  • Experience in a legal or accounting environment is preferred.
  • Friendly and approachable with effective communication skills.
  • Strong computer proficiency, particularly in Microsoft Office Suite.
  • Ability to sit for extended periods and lift up to 30 lbs.
  • Valid driver's license and reliable transportation.

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