Administrative Specialist – Front Desk

GBQ Partners LLC; Sylvania, Northern (OH, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

GBQ Holdings LLC in Toledo, OH is seeking an Administrative Specialist – Front Desk to provide a wide range of office support. The role requires multitasking, accuracy, and the ability to manage time-sensitive tasks with minimal supervision.

You will handle front-desk duties, greet visitors, answer phones, schedule meetings, prepare spaces, and assist with client documents and day-to-day office operations. Excellent communication and tech skills are essential.

Qualifications

• Three–five years of administrative experience.
• Proficiency with Word, Excel, PowerPoint, Outlook and other PC applications.
• Ability to multitask and prioritize workload.
• Excellent written and oral communication skills.

Responsibilities

• Answers and directs all incoming calls for GBQ’s Toledo office.
• Greets visitors in a professional, friendly, and hospitable manner.
• Maintains front reception area, including conference and training rooms; schedules usage.
• Opens and closes the office daily following procedures.
• Arranges lunches for meetings and client events.
• Manages client documents and permissions for our GR8 India Associates.
• Assists with assurance confirmations.
• Handles day-to-day building/maintenance requests.

Skills

Administrative experience

Multitasking

Excellent communication

Tools

Microsoft Office

Job description

Career Opportunities with GBQ Holdings LLC

A great place to work.

Current job opportunities are posted here as they become available.

Title: Administrative Specialist – Front Desk

Exempt or Non-Exempt: Non-Exempt

Position Statement

Provides a wide range of administrative support to the Toledo Office. Ability to multitask and prioritize workload. Ability to take on projects with little supervision and sometimes strict time constraints. Demonstrates strong attention to detail and accuracy when following established processes.

Tasks

• Answers and directs all incoming calls for GBQ’s Toledo office.
• Greets visitors in a professional, friendly, and hospitable manner.
• Maintains front reception area, including conference and training rooms; serves as point person for scheduling usage.
• Follows procedures to open and close the office daily.
• Arranges lunches for client/prospect/internal meetings/busy season.
• Gatekeeper for incoming tax documents for tax preparation that includes checking for client consent and granting permissions for our GR8 India Associates.
• Assist with assurance confirmations.
• Assist with day-to-day building and|or maintenance requests.

Profitability

• Tracks and reports actual client-related time.
• Consistently utilizes all firm and department software efficiently.
• Involvement with internally focused projects to improve procedures by participation in committees, technical training, HR initiatives, and other firm-related projects.

Practice Growth

• Works to identify opportunities to reduce costs within the firm.
• Provides other services in addition to core administrative services.
• Demonstrates excellent written and verbal communication skills.

Client Focus

• Utilizes appropriate procedures to completion to produce a high-quality work product.
• Demonstrates comprehension of relevant accounting knowledge, technology concepts, and other methodologies.
• Works in collaboration with the other administrative team members to help ensure a consistent and efficient workflow.

Brand Culture|Development

• Exemplify Brand Attributes of the Firm.
• Complies with all policies and procedures of the firm.
• Demonstrates the ability to work individually or in a team environment and address conflict with peers and superiors.
• Enhances firm collaboration through interactions with associates from other departments.
• Consistently seeks feedback from performance manager and focuses on enhancing and developing professional and technical skills.

Work Experience|Education

• Three – five years of administrative experience.
• Strong proficiency in the use of technology and PC applications, specifically, but not limited to, Microsoft applications, e.g., Word, Excel, PowerPoint, Outlook.
• Ability to multitask and prioritize workload.
• Must exhibit attention to detail.
• Must have excellent written and oral communication skills.

Organizational Relationships

• The Administrative Specialist will report directly to a Performance Manager who will provide any necessary guidance relative to administrative issues or work performance through the formal evaluation process. Also, participating in 1:1s with an Administrative Senior to discuss their day-to-day needs.

Special Requirements

• Ability to work evenings and weekends based on the time of year and client demands.
• This is an in-office position with flexibility for appointments, etc., as approved by the associate's Performance Manager.