REQUIRED FOR CONSIDERATION Please copy & paste this link to complete a quick assessment: https://assessment.predictiveindex.com/bo/883X/FrontOfficeAdministratorJul202422138
THIS IS NOT A REMOTE POSITION. YOU MUST BE ABLE TO WORK M-F IN THE OFFICE FROM 7 AM - 4 PM.
Overview:
We are seeking a dedicated Front Office Administrator to join our bookkeeping company. As the first point of contact for clients and visitors, you will play a crucial role in providing excellent customer service and ensuring smooth operations of the office. This role is also focused on team support and engagement to maintain morale and increase satisfaction of employees.
Key Responsibilities & Accountabilities (KRA):
Internal Communication & Systems Management:
Phone Management:
Answer and route phone calls to the appropriate staff members promptly.
Assist potential new clients with scheduling startup calls.
Help current clients with billing/onboarding questions or ShareFile access.
Phone System Administration:
Manage phone system, check voicemails, and relay messages to appropriate staff.
Create and manage on-hold and voicemail messages.
IT Support Assistance
Assist staff in troubleshooting common IT issues.
Escalate to IT Team as needed to improve team efficiency.
Monitor and support in computer system restarts, as needed.
Passwordstate Support:
Assist staff with Passwordstate access, including granting access to client information and troubleshooting account issues.
Owner/Executive’s Schedule Management:
Schedule phone, Zoom, and on-site meetings as requested.
Update and manage Calendly availability and links.
Employee & Team Engagement:
Engagement Initiatives:
Acknowledge employee birthdays and anniversaries.
Organize quarterly activities for remote employee engagement.
Plan and coordinate bi-weekly team meeting agendas.
Manage holiday gifting for the team and annual meeting logistics.
REQUIRED FOR CONSIDERATION Please copy & paste this link to complete a quick assessment: https://assessment.predictiveindex.com/bo/883X/FrontOfficeAdministratorJul202422138
Administrative Support:
Mail Management:
Check office mail and disperse to recipients.
Handle postal tasks, including trips for stamps, package pickups, and outgoing deliveries.
Inventory Management:
Manage office inventory and order supplies as needed.
General Projects:
Support general projects and tasks assigned by management, including errands and miscellaneous office assistance.
As Required Tasks:
Facility Coordination:
Coordinate with Building Manager for facility requests.
Miscellaneous Staff Support:
Provide support such as troubleshooting office computers, scanning documents, and scheduling client meetings.
New Employee Setup:
Create new email addresses, manage login credentials, and prepare new hire supplies.
Former Employee Separation:
Remove or edit email signatures and manage email accounts as necessary.
Monthly Tasks:
Billing Support:
Assist Billing with offsetting payments and deposits.
Manage client invoices, including adding, editing, or deleting as needed, and emailing monthly invoices.
Yearly/Seasonal Tasks:
Event Coordination:
Coordinate seasonal events and employee engagement activities.
Organize the SBS Workshop and other engagements.
1099 Management:
Scan, upload, and mail 1099 forms to clients/IRS.
Webinar Coordination:
Coordinate recurring webinars, create Zoom links, and send calendar invites.
Qualifications:
Strong communication and interpersonal skills.
Excellent organizational and multitasking abilities.
Proficiency with CRM software and office management systems.
Ability to work independently and as part of a team.
Prior experience in administrative support is a plus.
Why Join Us:
Opportunity to make a significant impact on team member satisfaction and engagement.
Collaborative and supportive work environment.
Professional growth and development opportunities.
If you are passionate about client communication and engagement and thrive in a dynamic and fast-paced environment, we encourage you to apply for this exciting opportunity.
REQUIRED FOR CONSIDERATION Please copy & paste this link to complete a quick assessment: https://assessment.predictiveindex.com/bo/883X/FrontOfficeAdministratorJul202422138
Job Type: Full-time
Pay: $20.00 - $23.00 per hour
Expected hours: 40 per week
Benefits:
401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
No weekends
Application Question(s):
Did you remember to take our required assessment here: https://assessment.predictiveindex.com/bo/883X/FrontOfficeAdministratorJul202422138. Only those completing this will be considered.
Ability to Commute:
Gilbert, AZ 85234 (Required)
Work Location: In person
