Staff I Receptionist/Admin

Beasley, Mitchell & Co., LLP; Green Valley (AZ); On-site; USD 50,000 - 80,000; Full time

Job summary

Beasley, Mitchell & Co., LLP seeks an Administrative Services Manager to oversee support for accounting and audit staff, managers, and partners. You will handle telephone operations, client communications, and office processes in a confidential environment.

Strong organizational and communication skills are essential, along with experience in data tracking and scheduling. The role requires a HS Diploma and at least 3 years in a similar setting, with some travel possible.

Qualifications

• Proficiency in Microsoft Office Suite; familiarity with cloud portals.
• Excellent written and verbal communication skills.
• Ability to prioritize and multitask in a fast-paced environment.
• Organized with attention to detail and clear team communication.

Responsibilities

• Operate the firm’s phone system and direct calls.
• Communicate client requests to staff and partners.
• Greet visitors, provide refreshments as needed.
• Update and maintain data tracking systems and prepare documents.
• Schedule appointments and confirm calls.
• Use databases to perform required functions.
• Scan and save investment statements and maintain forms.
• Maintain confidentiality of client information.

Skills

Microsoft Office

Google Drive/ShareFile

Communication

Verbal communication

Written communication

Attention to detail

Multitasking

Organization

Time management

Education

HS Diploma

Associate degree preferred

Tools

Microsoft Office

Google Drive/ShareFile

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 clients in 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 data tracking 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.