Administrative Clerk & Office Operations Lead

S Davis & Associates; Florida; On-site; USD 32,000 - 42,000; Full time

Job summary

S. Davis & Associates, P.A. in Florida is seeking a detail-oriented Administrative Assistant to keep the office running smoothly. You will handle engagement letters, mail handling, appointment scheduling, filing, and daily opening/closing tasks while assisting staff and partners.

This role requires strong organizational skills, reliability, and the ability to manage multiple clerical duties, from document preparation to equipment and supplies management, in a busy CPA office environment.

Qualifications

• Experience providing administrative support in a professional services setting.
• Strong organizational and time-management abilities.
• Excellent written and verbal communication skills.

Responsibilities

• Preparing engagement letters to be sent out to clients
• Preparing labels for USPS and FedEx
• Occasionally dropping off packages to FedEx
• Preparing reports
• Copying and scanning
• Preparing internal and minor external correspondence
• Updating and transferring current client information to the word processing folder
• Assisting in the preparation of outgoing correspondence to clients
• Answering all incoming calls
• Logging all incoming/outgoing mail
• Preparing outgoing mail; occasionally take mail to the post office
• Distributing incoming mail and faxed documents to the appropriate staff
• Adding postage for outgoing mail and logging postage expenses
• Updating and monitoring the Equipment Log
• Restocking bathrooms and kitchen, and ensuring their tidiness
• Restocking all printers and copiers with paper and ink as needed
• Cleaning the refrigerators and ensuring the cleanliness of the kitchen
• Filing
• Opening and closing the office daily
• Assist in maintaining office supply purchase lists and ordering/purchasing supplies
• Assist in making, rescheduling and confirming appointments
• Request governmental and non-profit contracts
• Ensure original engagement letters, confirmations and client representation letters are obtained and filed
• Update, maintain and distribute weekly staff whereabouts document to partners
• Collect timesheets and invoices, semi-monthly, and agree to time in billing system; distribute to partner
• Upkeep of office plants
• Weekly update of main conference room calendar
• Ensuring that the auditing and consulting staff is given the necessary tools including laptops, printers and calculators to do their jobs
• Ensuring that all IT related problems are eliminated as quickly as possible through our IT consultant
• Provide additional clerical assistance to all firm personnel
• Helping to maintain the appearance of the building, grounds and internal office space
• Scheduling and confirming appointments
• Other duties as directed by partners and office administrator

Skills

Administrative support

Clerical duties

Communication skills

Job description

S. Davis & Associates, P.A. in Florida is seeking a detail-oriented Administrative Assistant to keep the office running smoothly. You will handle engagement letters, mail handling, appointment scheduling, filing, and daily opening/closing tasks while assisting staff and partners.

This role requires strong organizational skills, reliability, and the ability to manage multiple clerical duties, from document preparation to equipment and supplies management, in a busy CPA office environment.