Administrative Support Specialist

7 days ago

Turlock, California, United States Balanced Books Full time
Job Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Balanced Books, LLP.

This role involves providing advanced support to our staff and clients, ensuring the smooth operation of our bookkeeping office. The ideal candidate will possess excellent communication skills, be able to meet deadlines, and maintain a high level of client satisfaction.

Main Responsibilities:

  • Office Management:
    • Manage the front desk, handle multiple phone lines, and greet clients warmly.
    • Handle incoming and outgoing mail and packages, including sorting, scanning, and distributing.
    • E nsure reception and common areas are maintained and tidy at all times.
    • Troubleshoot office malfunctions and coordinate with service providers for timely resolution.
    • Assist with overall office maintenance, including correspondence with property managers.
    • Coordinate meeting rooms while ensuring necessary equipment is available and the room is in good condition.
    • Send reminders and confirmations to meeting attendees and reschedule meetings as necessary due to conflicts or changes.
    • Take minutes and notes at weekly staff meetings and distribute them to the team.
    • Assist in organizing company events and training sessions by coordinating catering, venue setup, and participant communications.
    • Act as a point of contact between staff and clients; respond promptly to correspondence and handle routine inquiries independently.
    • Manage office supply inventory, ordering, and organization.
    • Manage vendor payment and receipt organization for the company.
    • Identify opportunities for improving administrative processes and workflows; assist with implementing approved changes to enhance efficiency and effectiveness.
    • Assist with onboarding new employees, including setting up workstations.
    • Support day-to-day administrative tasks that facilitate smooth office operations.
  • Administrative Support:
    • Support staff with special projects, including collection efforts, W-9 phone calls, EFTPS password maintenance, and light bookkeeping tasks such as data entry, reconciling accounts, and organizing workpapers under the guidance of senior staff.
    • Assist with managing company deadlines and ensure timely completion of tasks.
    • Correspond with clients by sending financial reports, payroll reports, sales tax reports, annual 1099 forms, and business property tax returns.
    • Manage client information across multiple database platforms (QBO, QuickBooks, Excel, Word, Keeper, Sharefile, Practice CS, etc.).
    • Organize and maintain both electronic and physical files.
    • Review documents for accuracy, grammar, and formatting.
    • Conduct company errands and travel to client offices, postal facilities, and other locations as necessary to complete assigned tasks.
  • Communication and Client Relations:
    • Provide excellent customer service, addressing client inquiries promptly and professionally.
    • Communicate effectively with internal management, team members, clients, and vendors.
    • Assist with the new client onboarding process.
    • Maintain client confidentiality and handle sensitive information discreetly and in compliance with data protection regulations.
  • Professional Attributes:
    • Be organized, detail-oriented, forward-thinking, efficient, and thorough.
    • Demonstrate the ability to work independently and prioritize tasks effectively.
    • Show strong problem-solving skills and adapt to changing priorities.
    • Uphold the company's values and code of conduct in all interactions.

Salary Range:$17-$20 per hour

Required Qualifications:

  • High school diploma or GED.
  • At least one year of prior customer service and/or administrative assistant experience.
  • Knowledge of MS Word, Excel, PowerPoint, and Outlook.
  • Exceptional interpersonal skills and professional demeanor.
  • Excellent written and verbal communication skills.

Bonus Requirements:

  • Some college experience or prior experience handling currency (banking, retail, etc.).
  • Experience with QuickBooks Desktop or QuickBooks Online.
  • Bilingual abilities are a plus.

Physical Demands:

The employee is frequently required to sit, talk, or hear, as well as use hands and fingers to handle or feel.

Work Environment:

The noise level in the work environment is usually quiet.

Benefits:

  • Subsidized Medical/Dental/Vision.
  • Paid Time Off and Sick Time available.
  • Eight paid holidays.
  • 401(k) savings plan with employer match.
  • Flexible work schedules that promote work/life balance.
  • We offer opportunities for growth and professional development, including potential advancement into other administrative or bookkeeping roles.

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