We're a CPA firm that helps construction companies and their shareholders meet their goals. If you want to join us on our journey, check out this new opportunity at our firm!
Massie & Company is in search of a highly skilled administrative assistant to join our team and help us continue our tradition of unparalleled client and employee satisfaction. We help construction companies achieve their financial goals, and reach their full potential by providing them with great information. We're a functional team of high performing people who are Transparent, Professional, Dependable and Predictable, Committed, and we are Continuously Improving. As an ideal candidate, you have a track record of delivering outstanding client experience. You've previously managed day-to-day operational activities, including production, special projects management, and administrative processes. You're a motivated professional who thrives on creating a climate of trust, teamwork, and productivity. Ultimately, you are responsible for continuing the success of our daily business practices - and ushering in a new era of growth at Massie & Company, PLLC.
POSITION OBJECTIVE
A successful administrative assistant will create an exceptional experience both for the professional team and the clients while focusing on efficient and effective internal workflow. The administrative assistant is the ultimate conductor to keeping workflow operations organized, efficient, and smooth. Day to day, you will provide support administrative assistance to the professional team, which might include making & returning phone calls, organizing workflow schedules, making appointments, managing office supplies, tracking down documents, and whatever else it takes to help your team be more productive. As such, it is important to be personable, confidential, professional, and helpful when working in this position. You will carry out this role with a goal of complete satisfaction. The ultimate objective is to keep people, projects and processes operating at peak efficiency.
Position Specification
Qualifications: relevant Vocational qualifications will be considered. These could include relevant certificates and/or qualifications in administration, customer service, business management, business and information technology.
Knowledge, Skills & Experience (Essential): proven administrative experience,leadership skills, ability to manage daily details with big-picture thinking to ensure a truly unique experience, successful experience in a corporate or customer service orientated environment,computer literacy skills including Microsoft suite of products, excellent communication skills, including active listening and clear articulation, ability to work individually and as a team, ability to solve problems and alleviate conflicts or escalate tactfully, demonstrated ability to manage time, prioritize & coordinate multiple projects at once, demonstrated ability to meet strict deadlines - strong time management skills, experience in maintaining and building enriching relationships, ability to demonstrate initiative and innovative thinking, superior organizational skills, strong analytical skills, ability to be effective under pressure, highly advanced emotional competence with excellent interpersonal and influencing skills with demonstrated success in working effectively with a diverse range of people. The position demands great communication skills, flexibility, proactive logistics, and efficiency, with demands and expectations prone to changing on a day-to-day basis.
Knowledge, Skills & Experience (Desirable): previous success in office / administrative management, project management experience, experience developing internal processes and filing systems, track record of meeting or exceeding project deadlines, experience with Practice CS or Workpapers CS experience dealing with relevant government departments in relation to tax, accounting and audit matters, ability to recognize strong business networks and deal effectively with sensitive and political situations.
COMPETENCIES REQUIRED
The following competencies are required for this position:
Confidentiality
? Ability to keep confidential information confidential.
? Proven ability to follow professional standards regarding confidential client tax and financial information.
Communication
? Excellent communication and client service skills
? Willingness to accept and give constructive feedback for improvement
? Ability to be open and honest
Teamwork
? Ability to perform as part of a team
? Be a team player - offering support and assistance
? Always act in the best interest of the team
Problem solving
? Flexible, positive, 'can do' attitude
? Ability to take ownership and make decisions
Self-Management
? Ability to work without supervision and with minimal direction
? Ability to make decisions and take action
? Be accountable and take responsibility
Planning and organizing
? High level of time management and organizational skills
? Ability to effectively manage several activities at any time
Technology
? Ability to demonstrate a range of IT skills
? Must be proficient in Word, Excel, PowerPoint
? Ability to pick up new systems quickly
Learning
? Ability to ask for help when needed
? Be proactive with own learning
Initiative and enterprise
? Ability to use initiative to solve challenges and innovate for continual improvement
General
? Attention to detail and quality control
? Participate and contribute to team meetings
? Always focused on what is best for the business and how we can provide value to our clients and each other
Key Performance Measures
General responsibilities
? Build expert and dynamic knowledge of company products and services
? Research information using available resources to satisfy client inquiries
? Build rapport with clients by engaging with them in an inviting, friendly, and professional manner, to deliver exceptional experiences, nurture lasting relationships
? Respond quickly, professionally, and accurately to all inquiries regarding appointments, assistance, work in, invoicing, payments, status requests, complaints, feedback
? Meet daily personal/team qualitative and quantitative targets by recommending and explaining benefits of additional company services, and seizing opportunities to sell products and services whenever possible
? Maintain daily recordings, and log and document issues and resolutions in an electronic database for sales and executive management teams to review
? Provide support to the Operations Manager and professional team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently
? Maintain and refine internal processes that support maximum efficiency and productivity to expedite workflow
? Plan and orchestrate work to ensure the workflow priorities are met, organizational goals are achieved, and best practices are upheld
? Manage professional and personal scheduling for professional team in relation to workflow tasks
? Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
? Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
? Organize team communications and plan events, both internally and offsite
? Prioritization, management and completion of all daily, weekly and monthly responsibilities relating directly the role. See following tasks list
Tasks List
Provide support and administrative assistance to assigned Directors/Partners/Managers/Accountants including:
? Maintaining client database including additions, deletions and changes as needed
? Scheduling annual work to meet client needs and achieve efficient resource management
? Following up with client on scope sign off and payment of any agreed upfront amount
? Returning client records
? Typing of letters and simple reports to clients
? Filing of paper or electronic documents
? Dealing with client tax office correspondence, including forwarding as required
? Making and changing appointments (meetings and calls) with clients, prospects, and others
? Fee preparation
? Preparing checklist of information
? Reviewing and checking client documents
? Contacting clients for any missing information
? Logging of each job on the electronic and visual workflow system
? Collating and preparing work papers
? Monitoring of Work in Progress
? Lodgments / Filing
? Monitoring workflow
? Advising clients of tax registration requirements
? Advising on income tax assessments
? Printing and binding of finalized documents
? Preparing final invoices when work completed
? Incorporating of companies & startup information.
? Attending all corporate secretarial matters including forms
? Monitoring tax due dates and advising clients of such
? Managing online portal of information exchange, assignments and notifications for clients and the team.