Staff I Receptionist/Admin

Beasley, Mitchell, & Co; Green Valley (AZ); On-site; USD 45,000 - 70,000; Full time

Job summary

Beasley, Mitchell, & Co. is seeking an Administrative Services professional to support accounting staff, audit staff, bookkeepers, managers, and partners.

The role involves handling calls, client interactions, data tracking, scheduling, and confidential document management. The ideal candidate will have strong communication, detail orientation, and multitasking abilities, with 3+ years of experience and an HS diploma (Associate degree preferred).

Qualifications

• Proficiency in Microsoft Office Suite; Google Drive, ShareFile, or similar cloud client portal.
• Excellent written and verbal communication skills.
• Must be able to communicate clearly and concisely with team members and clients.
• Attention to detail.
• Ability to prioritize and multitask.
• Ability to work in a fast-paced environment with minimal supervision.
• Needs to be organized to keep projects on track.

Responsibilities

• Operate the firm’s telephone system and direct calls.
• Communicate client requests to staff and partners.
• Be courteous, pleasant, and helpful with clients and staff.
• Receive and assist visitors, providing liquid refreshments on request.
• Update and maintain data-tracking systems, process & typing of correspondence, reports, and miscellaneous items.
• Schedule appointments and call to confirm appointments.
• Use computer software and relational databases to perform functions.
• Scan and save investment statements.
• Maintain adequate supplies of all internal forms and checklists.
• Take responsibility for packages left for client pickup.
• Maintain strict confidentiality of the firm’s clients and business transactions.
• Performs other duties as assigned.

Skills

Communication

Attention to detail

Multitasking

Organizational skills

Time management

Education

HS Diploma

Associate degree preferred

Tools

Microsoft Office Suite

Google Drive

ShareFile

Relational databases

Job description

Summary: With oversight and direction of the Administrative Services Manager, this position is responsible for providing support services to accounting staff, audit staff, bookkeepers, managers, and partners. Interacts with clientsin person and on the phone.

Essential Duties and Responsibilities:

• Operating the firm’s telephone system and directing calls.
• Responsible for communicating client requests to staff and partners.
• Be courteous, pleasant, and helpful, when dealing with clients and staff.
• Receives and assists visitors to the office, serving liquid refreshments to clients or guests on request.
• Updating and maintaining datatracking systems, processing & typing correspondence, reports, and miscellaneous items.
• Schedules appointments and call to confirm appointments.
• Using computer software and relational databases to perform necessary functions.
• Scan and save investment statements.
• Maintaining adequate supplies of all internal forms and checklists.
• Take responsibility for packages left for client pick up.
• Maintain the strict confidentiality of the firm’s clients and business transaction.
• Performs other duties as assigned.

Minimum Qualifications:

• Proficiency in Microsoft Office Suite; Google Drive, ShareFile, or similar cloud client portal.
• Excellent written and verbal communication skills.
• Must be able to communicate clearly and concisely with team members and clients.
• Attention to detail.
• Ability to prioritize and multitask.
• Ability to work in a fast-paced environment with minimal supervision.
• Needs to be organized to keep projects on track.

Education and Experience:

• HS Diploma required. Associate degree preferred.
• At least 3 years of experience.

Physical/Mental/Visual Demands and Work Environment:

• This job is conducted in an office work environment, sitting most of the time, working on a computer.
• Must be able to exert up to 20 lbs. of force occasionally.
• Some travel may be required.

Work Schedule:

• Typically, Monday through Friday, 8am-5pm.
• Occasionally require evening and weekends.

The statements on this document are not intended to be an all-inclusive list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job.Rather, they are intended only to describe the general nature of the job.The Firm hereby expressly reserves the right to modify any or all job descriptions as it becomes necessary or appropriate.