Administrative Assistant

Found in: Appcast US C2 - 2 weeks ago

Manhattan Beach, United States PeopleWare Staffing, Inc. Full time

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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