Allen Barron, Inc. is hiring: Administrative Assistant in California

Overview

Allen Barron, Inc. is the premier single-source provider of business services, integrating legal, tax, accounting, and business management consulting. We specialize in simplifying complex issues and providing clear, actionable advice to business owners. Our comprehensive services cover all aspects of business operations, from legal support and tax planning to accounting and management consulting. We help clients understand financial trends and legal implications to make informed decisions and achieve their goals.

Role Description

This is a full-time on-site role for an Administrative Assistant located in North San Diego County, CA. The Administrative Assistant will answer calls, schedule appointments, communicate with clients regarding scheduling options, confirm and follow-up on appointments; maintain client files, coordinate client document flow and perform bate stamping; manage the firm’s mail, as well as copying and scanning and organization of documents. Assist with Client Services such as monitoring and updating Microsoft Dynamics 365 CRM software; client engagement correspondence and project management. Compile data and operate office equipment to maintain firm and client records and reports. Responsible for the upkeep and organization of office supplies. Assists office team with general and administrative duties.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty with a careful attention to detail and the ability to follow operating procedures. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience

High school diploma or equivalent. This position requires at least five (5) years of experience in an office environment.

Certificates, Licenses And Registrations

None required. Paralegal Certificate and California Notary Public desirable.

Skills

Is proficient with Microsoft Office and related software (proficiency with Microsoft 365 Dynamics CRM preferred) and Adobe software. Fast and accurate typing skills. Professional and courteous speaking voice and customer service skills. Able to multitask and complete assignments with minimal supervision. Excellent time management and prioritization skills. Willingness to be a team player and do whatever it takes to get the job done.

Knowledge

Can competently perform the job responsibilities required by this position.

Responsibilities

• Must be able to work in-office from 8:30 a.m. to 5:30 p.m., Monday through Friday.
• Operate telephone system, speak professionally with callers/visitors, schedule new client consultations, set up new leads, maintain monthly report for inbound calls to track sales and ensuing sales funnel.
• Relay messages and keep abreast of staff schedules.
• Able to receive, log and distribute incoming packages (light to moderate lifting required).
• Handle mailroom functions: order postage, maintain incoming and outgoing mail logs, maintain postage machine and transport mail to local post office if required.
• Conduct inventories of office supplies, complete cost comparative analysis and order supplies to ensure stock is maintained.
• Maintain client files through Bates stamping document control process.
• Maintain and update client and vendor information in CRM database and track and notate project statuses.
• Coordinate internal space reservations and synchronize with office Outlook calendar.
• Oversee uses and maintenance of office equipment.
• Provide administrative assistance to office staff.
• Assist in organizing logistics of staff meetings, office lunches and staff events.
• Manage and maintain client Power of Attorney files, revocations, and various office libraries.
• Run occasional errands for office to various local courts, tax offices or businesses.
• Assist management with updating Standard Operating Procedures, and collaborate with Administrative Team to update and improve goals and processes to generate exceptional work product and deliverables.
• Assist with keeping the office looking professional, clean and neat.
• Be able to get along well with fellow employees and work well in teams.
• Can accept constructive criticism and high levels of stress.
• Have a desire and ability to work well with the public.
• Be organized, motivated, committed and self-directed.
• Have a positive attitude about the firm, the services provided and the products sold.
• Ability to communicate effectively and express thoughts and ideas competently.
• Increase knowledge and skills through self-study and by attending courses and seminars.
• Able to quickly grasp relevant concepts regarding duties and responsibilities.
• Have exceptional job attendance and can be relied on to follow through with assigned tasks.
• Professional business appearance and grooming.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

Industries

• Legal Services

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