Staff I Receptionist/Admin

Beasley, Mitchell, & Co; Oracle (AZ); On-site; USD 48,000 - 68,000; Full time

Job summary

Beasley, Mitchell, & Co. in Arizona seeks an Administrative Services Manager to oversee support for accounting staff, audit staff, bookkeepers, managers, and partners. You will interact with clients in person and over the phone.

The role focuses on front-office operations, data tracking, appointment scheduling, and confidential handling of client information, while coordinating with team members to keep projects on track.

Qualifications

• HS Diploma required; Associate degree preferred.
• At least 3 years of experience.
• Proficiency in Microsoft Office Suite; cloud portals experience helpful.

Responsibilities

• Operate the firm’s telephone system and direct calls.
• Communicate client requests to staff and partners.
• Be courteous, pleasant, and helpful when dealing with clients and staff.
• Receive and assist visitors to the office, serving liquid refreshments to clients or guests on request.
• Update and maintain data-tracking systems, processing & typing correspondence, reports, and miscellaneous items.
• Schedule appointments and call to confirm appointments.
• Use computer software and relational databases to perform necessary functions.

Skills

Communication skills

Attention to detail

Prioritization

Multitasking

Organization

Education

HS Diploma

Associate degree

Tools

Microsoft Office Suite

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 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.