Administrative Assistant

Job Description - Administrative Assistant

We are seeking a highly organized, detail-oriented Administrative & Accounting Coordinator to support our Firm Administrator and assist with a variety of accounting, human resources, and office administration functions. This role is ideal for someone who enjoys working in a collaborative small environment, managing multiple priorities, and contributing to the smooth day-to-day operations of the firm.

The successful candidate will provide support in billing, accounts receivable, accounts payable, employee benefits administration, onboarding and offboarding activities, payroll processing, reporting, and front desk coverage as needed.

Essential Responsibilities.

Human Resources & Benefits Administration

Assist with employee benefits administration, including:
- New hire enrollment
- Employee changes and terminations
- Monthly benefits audits and reconciliations
- Annual open enrollment and renewal activities
- Communication with benefits vendors and employees

Maintain employee files and HR documentation.

Support payroll processing and administration, ensuring accuracy and confidentiality

Coordinate employee onboarding and offboarding processes.

Prepare and distribute monthly PTO and leave reports.

Employee Onboarding & Personnel Administration

Prepare and process new hire paperwork.

Create and maintain personnel files and required documentation.

Coordinate onboarding schedules and orientation activities.

Ensure compliance with employment documentation requirements.

Accounting Administration

Assist with client billing processes, including invoice preparation, distribution, and follow-up.

Monitor and manage accounts receivable activities

Process accounts payable invoices and maintain vendor records

Office Administration & Front Desk Support

Participate in front desk reception rotation.

Provide reception coverage during absences and scheduled time off.

Answer and direct phone calls, greet visitors, and provide general administrative support.

Assist with office organization, mail distribution, and administrative projects.

Support firm-wide initiatives and special projects as assigned.

Qualifications

Associate's degree or equivalent work experience; bachelor's degree preferred.

Minimum 2 years of experience in administrative, accounting, bookkeeping, payroll, HR, or office management support roles.

Experience with billing, accounts receivable, accounts payable, and payroll processes preferred.

Familiarity with employee benefits administration and onboarding processes is a plus.

Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.

Experience with accounting software and payroll systems preferred.

Strong organizational skills with exceptional attention to detail.

Ability to manage confidential information with discretion.

Excellent communication and customer service skills.

Ability to prioritize tasks and work independently in a fast-paced office environment.

Key Competencies

Attention to Detail

Organization and Time Management

Confidentiality and Professionalism

Customer Service Orientation

Problem Solving

Teamwork and Collaboration

Adaptability and Flexibility

Strong Written and Verbal Communication

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Administrative Assistant

Job Description - Administrative Assistant

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