Administrative Assistant

Overview

• Provide administrative support within the tax department, ensuring efficient operations and adherence to deadlines.
• Handle document preparation, updates, and finalization, including Statements of Work (SOWs) and tax-related forms.
• Maintain and update workflows, databases, and client information using specialized software systems.
• Coordinate front desk coverage and manage incoming calls, correspondence, and meeting arrangements.
• Assist with client setup, payment verification, and other administrative tasks to support department goals.
• Utilize tools like Smartsheet, CRM, and ERP systems to streamline processes and enhance productivity.
• Contribute to expense management and ensure compliance with organizational policies and procedures.
• Provide high-level customer service and maintain confidentiality in handling sensitive information.

Key Responsibilities & Duties

• Prepare, modify, and finalize Statements of Work (SOWs) during busy seasons.
• Upload documents, including signed and unsigned SOWs, tax forms, and authorizations, into UserVerse and Oracle systems.
• Update workflows and ensure all required documentation is accurately recorded and accessible.
• Manage client setup processes, verify payment details, and maintain accurate records in PeopleSoft.
• Provide front desk coverage, including answering calls, transferring inquiries, and managing outgoing packages.
• Coordinate meeting arrangements, including checking conference room schedules and preparing necessary materials.
• Assist with correspondence, expense tracking, and other administrative tasks as needed.
• Utilize CRM and BDO Global Portal to manage client interactions and support departmental objectives.

Job Requirements

• High School Diploma or GED required; Bachelor’s degree preferred.
• Minimum of 4 years of administrative experience; professional services firm experience preferred.
• Advanced proficiency in Microsoft Office Suite; experience with ERP systems preferred.
• Bilingual Spanish skills preferred but not required.
• Strong organizational skills and attention to detail for efficient multitasking.
• Ability to work independently and prioritize tasks in a deadline-driven environment.
• Excellent written and verbal communication skills, including superior grammar and punctuation.
• Commitment to maintaining confidentiality and handling sensitive information with discretion.