Toplitzky&Co is a multi-family office and business management firm that specializes in tax and financial planning for high net-worth individuals and their closely held businesses. Through our deep expertise, perspective and proactive partnership, we uncover the true opportunity for our clients. Since 1980 we have been the respected thought leaders in optimizing structures for tax, wealth and business planning. Having forged life-long and high-value partnerships with our clients, we often serve as trustees of their family trusts and as officers and directors of their businesses, private investments, and charitable foundations.
Position Summary:
The Office Manager will be responsible for overseeing the administrative functions of our office, ensuring efficient operations, and providing support to our team. In addition to administrative duties, the Office Manager will also handle light accounting tasks, including bank reconciliations and assisting with financial record-keeping. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. As the Office Manager, you will play a crucial role in maintaining a productive and professional work environment while supporting both the operational and financial aspects of the firm.
Key Responsibilities:
Office Administration:
Manage the day-to-day operations of the office, ensuring a smooth and efficient workflow.
Process documents received using our paperless document management system and software.
Shred documents that have been processed and electronically stored.
Oversee the maintenance of office equipment and supplies, including coordinating with vendors and service providers.
Ensure the office is clean, organized, and well-maintained.
Mail & Document Management:
Scan and digitize all mail and documents to maintain our paperless system.
Compile tax documents and assemble electronic document packages for tax preparation
Receive, sort, and distribute incoming mail and packages for the firm and its clients.
Ensure timely and accurate delivery of mail to the appropriate recipients.
Accounting Support:
Provide support to the Account Managers, including:
- Retrieving/downloading digital documents from external websites
- Performing monthly bank reconciliations and generating reports
- Electronic deposits of paper checks
- Assist with inquiries and ad hoc projects
- Maintain a high level of client confidentiality and professionalism.
Team Support:
Provide administrative support to the team, including scheduling meetings, managing calendars, and preparing documents.
Assist with the onboarding of new employees, including setting up workstations and ensuring they have the necessary tools and resources.
Coordinate office events, meetings, and training sessions.
Qualifications:
Proven experience as an Office Manager, Administrative Assistant, or similar role.
Strong organizational and time-management skills.
Excellent communication and interpersonal skills.
Proficiency in Microsoft Office Suite and familiarity with office management software.
Ability to multitask and prioritize tasks in a fast-paced environment.
Experience in a CPA firm or financial services industry is a plus.
Knowledge of paperless office practices and electronic document management systems.