Bregante + Company LLP
Office Manager/Administrative Assistant - Novato
Bregante + Company LLP, Novato, California, United States, 94949
Job Description
Job Description Salary: $70,000 annually
Job Title: Office
Manager/Administrative
Assistant Locations: Novato, CA Reports to: Operations Manager/Director of Operations FLSA: Non-Exempt
Position Summary
The Novato Office Manager is responsible for the successful daily operations of the Novato office, including general administration and facilities management. This position provides a wide range of office management and administrative support duties.
This position is on-site in our office in Novato. We are not considering remote candidates for this position.
The ideal candidate will be an independent big-picture thinker, self-managed, resourceful, and able to work well without supervision. Must be numbers oriented with strong project management skills.
Essential Duties and Responsibilities
Administration:
Document Preparation: Prepares transmittal letters, engagement letters, financial reports, and other correspondence and documents using Microsoft Word and Excel. Document Processing: Assembles tax returns and financial statements, including detailed proofreading and edits. Client Onboarding: Manages the client onboarding process. Office Responsibilities: Manages incoming and outgoing mail and deliveries. Reception: Manages the front desk, including
answering/screening/routing
phone calls, greeting visitors, managing conference rooms, etc. Client Support: Manages client portals and assists clients with portal process. Billing and Accounting: Prepares billing. Obtains approvals for A/P and ensures timely payment. Assists with credit card reconciliation. Processes client payments and bank deposits. General: Provides assistance with copying, scanning, filing, and other administrative tasks. Technology: Provides general troubleshooting assistance, assists with computer set-up, and coordinates purchase and repair of computer equipment with the firms outsourced technology partner. Onboarding: Participates in new hire onboarding and orientation. Errands: Runs errands for the office, i.e. purchasing office and kitchen supplies, taking mail to the post office, picking up food, etc. Banking: Manages bank deposits, both via online platform and by making occasional trips to the physical bank. Other administrative duties as assigned.
Facilities:
Maintains all office areas and keeps them clean and organized. Assists with researching and purchasing equipment and furnishings. Manages maintenance of all office equipment. Manages relationship with landlord and building staff and is the primary point of contact for all facility-related matters. Manages relationships with other office vendors. Other facility-related duties as assigned.
Internal and Public Outreach:
Assists with outreach efforts. Organizes public-facing events in coordination with others. Assists with organizing and executing office events. Manages in-office catering needs. Other internal and public outreach duties as assigned.
Executive Assistance:
Provides occasional executive level support to partners as needed, including scheduling, calendar management, and other tasks as assigned.
As part of the B+Co Ops Team, the Novato Office Manager will also collaborate with other team members and provide necessary support across the firm as needed.
Knowledge, Skills & Abilities
AA/BA in a relevant field or clearly demonstrated equivalent in experience and education. Must have a minimum of 5 years of experience as a senior administrative assistant. Previous administrative experience in a public accounting or other professional services environment (legal, architecture, engineering, etc.). Motivated self-starter with excellent interpersonal skills. Strong oral and written communication skills. Strong customer service focus, for both internal and external clients. Ability to prioritize tasks, manage multiple projects and deadlines, exercise sound judgment, and maintain confidentiality in handling sensitive information. Must have strong skills in organization, planning, and problem-solving. Must exhibit the ability to work independently and as part of a collaborative team. Must be organized and efficient with superior attention to detail. Requires proven ability to manage projects and follow through. Excellent computer skills including all MS Office Applications (Word, Excel, Outlook, PowerPoint) and Adobe Acrobate required. Must be technology savvy, with a demonstrated ability to quickly learn new software. Applicant will be required to submit to a criminal background check upon receipt of a conditional offer.
*Consideration of qualified candidates with arrest and conviction records will be in a manner consistent with the San Francisco Fair Chance Ordinance and the California Fair Chance Act
WHY BREGANTE + COMPANY LLP?
At Bregante + Company LLP (BCo) we offer our employees the opportunity to grow and succeed in todays fast-paced and multi-faceted world of public accounting and business advisory, while also appreciating that you are an individual with personal interests, goals and responsibilities. We are large enough to offer our clients the breadth of services, resources, and expertise needed in todays complex business environment, yet small enough to give our employees the professional development and personal mentorship opportunities they deserve. We are committed to helping every employee develop to his/her fullest potential. This position offers opportunities for career growth.
We offer highly competitive salaries and a relaxed and enjoyable working atmosphere., Full-time regular employees are eligible for a comprehensive benefits package designed to promote a work/life balance that is suited to your individual needs. In additional to medical, dental, vision, life insurance, LTD insurance, and AD&D insurance, BCo is pleased to offer a host of FLEX benefits to assist in balancing work/life, including remote working opportunities, flexible hours, commuter assistance and generous PTO offerings. Our employees also enjoy workplace social activities, busy-season lunches, 10 annual paid holidays, several firm-wide events throughout the year, bonuses for referring new clients and new employees, gym membership reimbursement, CPA exam preparation course reimbursement, tuition reimbursement, charitable giving matching, and opportunities for both individual and team community service .
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.
This document does not create an employment contract, implied or otherwise, other than an at will relationship.
Job Description Salary: $70,000 annually
Job Title: Office
Manager/Administrative
Assistant Locations: Novato, CA Reports to: Operations Manager/Director of Operations FLSA: Non-Exempt
Position Summary
The Novato Office Manager is responsible for the successful daily operations of the Novato office, including general administration and facilities management. This position provides a wide range of office management and administrative support duties.
This position is on-site in our office in Novato. We are not considering remote candidates for this position.
The ideal candidate will be an independent big-picture thinker, self-managed, resourceful, and able to work well without supervision. Must be numbers oriented with strong project management skills.
Essential Duties and Responsibilities
Administration:
Document Preparation: Prepares transmittal letters, engagement letters, financial reports, and other correspondence and documents using Microsoft Word and Excel. Document Processing: Assembles tax returns and financial statements, including detailed proofreading and edits. Client Onboarding: Manages the client onboarding process. Office Responsibilities: Manages incoming and outgoing mail and deliveries. Reception: Manages the front desk, including
answering/screening/routing
phone calls, greeting visitors, managing conference rooms, etc. Client Support: Manages client portals and assists clients with portal process. Billing and Accounting: Prepares billing. Obtains approvals for A/P and ensures timely payment. Assists with credit card reconciliation. Processes client payments and bank deposits. General: Provides assistance with copying, scanning, filing, and other administrative tasks. Technology: Provides general troubleshooting assistance, assists with computer set-up, and coordinates purchase and repair of computer equipment with the firms outsourced technology partner. Onboarding: Participates in new hire onboarding and orientation. Errands: Runs errands for the office, i.e. purchasing office and kitchen supplies, taking mail to the post office, picking up food, etc. Banking: Manages bank deposits, both via online platform and by making occasional trips to the physical bank. Other administrative duties as assigned.
Facilities:
Maintains all office areas and keeps them clean and organized. Assists with researching and purchasing equipment and furnishings. Manages maintenance of all office equipment. Manages relationship with landlord and building staff and is the primary point of contact for all facility-related matters. Manages relationships with other office vendors. Other facility-related duties as assigned.
Internal and Public Outreach:
Assists with outreach efforts. Organizes public-facing events in coordination with others. Assists with organizing and executing office events. Manages in-office catering needs. Other internal and public outreach duties as assigned.
Executive Assistance:
Provides occasional executive level support to partners as needed, including scheduling, calendar management, and other tasks as assigned.
As part of the B+Co Ops Team, the Novato Office Manager will also collaborate with other team members and provide necessary support across the firm as needed.
Knowledge, Skills & Abilities
AA/BA in a relevant field or clearly demonstrated equivalent in experience and education. Must have a minimum of 5 years of experience as a senior administrative assistant. Previous administrative experience in a public accounting or other professional services environment (legal, architecture, engineering, etc.). Motivated self-starter with excellent interpersonal skills. Strong oral and written communication skills. Strong customer service focus, for both internal and external clients. Ability to prioritize tasks, manage multiple projects and deadlines, exercise sound judgment, and maintain confidentiality in handling sensitive information. Must have strong skills in organization, planning, and problem-solving. Must exhibit the ability to work independently and as part of a collaborative team. Must be organized and efficient with superior attention to detail. Requires proven ability to manage projects and follow through. Excellent computer skills including all MS Office Applications (Word, Excel, Outlook, PowerPoint) and Adobe Acrobate required. Must be technology savvy, with a demonstrated ability to quickly learn new software. Applicant will be required to submit to a criminal background check upon receipt of a conditional offer.
*Consideration of qualified candidates with arrest and conviction records will be in a manner consistent with the San Francisco Fair Chance Ordinance and the California Fair Chance Act
WHY BREGANTE + COMPANY LLP?
At Bregante + Company LLP (BCo) we offer our employees the opportunity to grow and succeed in todays fast-paced and multi-faceted world of public accounting and business advisory, while also appreciating that you are an individual with personal interests, goals and responsibilities. We are large enough to offer our clients the breadth of services, resources, and expertise needed in todays complex business environment, yet small enough to give our employees the professional development and personal mentorship opportunities they deserve. We are committed to helping every employee develop to his/her fullest potential. This position offers opportunities for career growth.
We offer highly competitive salaries and a relaxed and enjoyable working atmosphere., Full-time regular employees are eligible for a comprehensive benefits package designed to promote a work/life balance that is suited to your individual needs. In additional to medical, dental, vision, life insurance, LTD insurance, and AD&D insurance, BCo is pleased to offer a host of FLEX benefits to assist in balancing work/life, including remote working opportunities, flexible hours, commuter assistance and generous PTO offerings. Our employees also enjoy workplace social activities, busy-season lunches, 10 annual paid holidays, several firm-wide events throughout the year, bonuses for referring new clients and new employees, gym membership reimbursement, CPA exam preparation course reimbursement, tuition reimbursement, charitable giving matching, and opportunities for both individual and team community service .
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.
This document does not create an employment contract, implied or otherwise, other than an at will relationship.