Office Administrator

Hoffman & Brobst PLLP; Marshall (MN); On-site; USD 42,000 - 54,000; Full time

Job summary

Hoffman & Brobst PLLP in Minnesota seeks an Office Administrator to manage administrative functions that support the firm’s efficient operation. The role collaborates with partners, accountants, and support staff to maintain organized records, improve workflows, and coordinate client onboarding processes.

The ideal candidate is proactive, dependable, and capable of managing multiple priorities in a professional services environment, with strong MS Office skills and experience in QuickBooks and

Qualifications

• Associate degree or equivalent work experience preferred.
• Minimum of 2 years of office administration experience.
• Experience in accounting, tax, bookkeeping, financial services, or professional office environment preferred.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience with QuickBooks preferred.
• Experience with document management systems and digital recordkeeping.
• Familiarity with client onboarding processes in a professional services environment.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills; high level of professionalism, integrity, and discretion.

Responsibilities

• Finance & Accounting – Assist in managing payables, receivables, billings, and payroll for the firm.
• Human Resources – Assist in staff recruitment, hiring, performance reviews, and benefits administration.
• General Management – Maintain information for decision-making; develop procedures and policies; manage insurance; support marketing and events; oversee office operations and purchasing.
• Technology – Coordinate with internal and outsourced IT; liaise with software vendors; assess new technologies for potential value.

Skills

Organizational skills

Attention to detail

Communication skills

Multi-tasking

Professionalism

Discretion

Education

Associate degree or equivalent work experience

Tools

Microsoft Office Suite

Excel

Word

Outlook

QuickBooks

Document management systems

Job description

The Office Administrator is responsible for managing administrative functions that support the efficient operation of the firm. This role works closely with partners, accountants, and support staff to maintain organized records, improve workflows, coordinate client onboarding processes, and ensure smooth office operations. The ideal candidate is proactive, dependable, and capable of managing multiple priorities in a professional services environment.

Key Responsibilities

• Finance & Accounting – Assist in managing day to day financial and accounting functions including payables, receivables, billings, and payroll for the firm.
• Human Resources – Assist in staff recruitment and hiring. Coordinate staff performance reviews. Manage the employee health and benefit plans. Ensuring the human resources policy manual is maintained and followed.
• General Management – Ensure the partner group has the necessary information to make effective decisions. Develop and maintain operating and administrative procedures and policies. Administer the firm’s various insurance policies. Support all marketing and business development activities including websites, advertising, events, and newsletters. Oversee all office administration including records management, space utilization, facilities, maintenance, office services, insurance, purchasing and other special projects.
• Technology – Work with internal IT personnel as well as outsourced IT to ensure smooth and efficient operation of the firm from technology side. Communication with the software vendors on issues and updates. Ensure that new and emerging technologies are assessed to determine their potential value to the firm.

Qualifications

• Associate degree or equivalent work experience preferred.
• Minimum of 2 years of office administration experience.
• Experience working in an accounting, tax, bookkeeping, financial services, or professional office environment preferred.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience with QuickBooks preferred.
• Experience with document management systems and digital recordkeeping.
• Familiarity with client onboarding processes in a professional services environment.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• High level of professionalism, integrity, and discretion.