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Administrative Support Specialist

2 months ago

Irvine, California, United States Davis Farr LLP Full time

Davis Farr LLP is seeking an Office Operations Coordinator to join a dynamic and thriving organization recognized as one of the best workplaces in the region. The role encompasses a variety of essential functions aimed at supporting office staff, including managing communications, generating reports, overseeing inventory, and facilitating the organization of team meetings and corporate events.

About Us:

Davis Farr LLP is a rapidly expanding, comprehensive CPA firm with its headquarters in Irvine, California, along with additional locations in Carlsbad, California, and Tacoma, Washington. With over 30 years of experience, we deliver expert audit, tax, and consulting services to various sectors, including federal, state, and local governments, non-profit organizations, and commercial enterprises.

Key Responsibilities:

  • Manage incoming phone inquiries
  • Sort and distribute correspondence, including USPS, FedEx, and UPS
  • Prepare and issue invoices
  • Assist with Accounts Receivable tasks
  • Monitor bidding platforms for new opportunities
  • Support Partners in proposal preparation
  • Oversee the production of reports
  • Ensure the office, kitchen, conference room, and production areas are well-organized and maintained
  • Manage the ordering and inventory of office supplies
  • Assist in planning and executing company events and staff meetings, including theme development and vendor coordination
  • Supervise property work order requests
  • Help maintain employee workspaces
  • Keep a well-organized confirmation file (PDF, Box)
  • Act as the Floor Warden for the company

Qualifications:

  • A minimum of 1 year of experience in Administrative Assistance
  • Experience in Accounts Receivable is preferred
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
  • Strong data entry skills
  • Demonstrated ability to handle inbound calls professionally
  • Exhibit professionalism in all workplace interactions
  • Ability to effectively manage multiple tasks
  • Dependable and capable of meeting deadlines consistently
  • Excellent communication and interpersonal skills

Compensation and Benefits:

Hourly wage ranges from $28 to $32, accompanied by a comprehensive benefits package that includes generous paid time off, medical, dental, and vision insurance, life insurance, and a 401(k) plan with company matching.