This is a remote position.
Schedule: ? Monday to Friday 9am - 6pm Eastern (9:00 PM to 6:00 AM PHT) with 1 hour unpaid break Job Description: Administrative Assistant Who We Are: We are a comprehensive audit firm dedicated to providing high-quality audit services to a wide range of industries.
Our expertise spans across various audit types, ensuring that our clients receive thorough and reliable financial assessments.
Our commitment to excellence and continuous improvement drives us to deliver exceptional service and maintain long-term relationships with our clients.
Core Values: Curiosity, Clarity, Accountability, Trustworthiness, Objectivity Overview: We are seeking a highly organized and proactive Administrative Assistant to support our team by managing various administrative and operational tasks.
The ideal candidate will handle communication, documentation, project setup, and quality control to enhance the efficiency and effectiveness of our operations.
Key Responsibilities: 1.
Email Management: ? Access and manage the shared mailbox, responding to client inquiries and forwarding necessary information.
? Handle all communication and follow-up with clients, ensuring timely responses and actions.
2.
Quote and Engagement Process: ? Prepare and send quotes to clients.
? Send engagement letters and invoices upon client approval.
? Add new clients to QuickBooks and manage invoicing.
3.
QuickBooks Management: ? Access and monitor QuickBooks for payment deposits and client account updates.
? Manage sales and customer information within QuickBooks.
4.
Project Setup and Management: ? Set up projects in Karbon based on information from quotes.
? Assign projects to team members based on their work volume and budgeted hours.
? Monitor project progress and reassign tasks as needed.
5.
Quality Control: ? Create and maintain a quality control document to ensure all folders contain the necessary reports and work papers.
? Verify that all work papers are signed off by a manager and dated.
? Send final reports to clients, ensuring all documents are accurate and complete.
6.
Client Follow-Up: ? Follow up with clients who have not provided necessary documents or information.
? Maintain regular communication to ensure project milestones are met.
7.
Data Reconciliation: ? Update and reconcile the Start Engine list with internal files.
? Review project notifications to ensure accurate client data and updates.
8.
Time Log Management: ? Run weekly time logs on all projects to compare budgeted hours with actual hours.
? Investigate any discrepancies and identify causes for delays or extended hours.
9.
Process Improvement: ? Continuously research and suggest improvements for operational processes.
? Assist in learning new systems and process improvements to enhance company operations.
10.
Miscellaneous Tasks: ? Perform additional administrative tasks as needed to support the team.
? Ensure efficient use of time by prioritizing tasks and managing workload effectively.
Qualifications: ? Excellent organizational and multitasking skills.
? Proficiency in project management software ? Strong communication skills, both written and verbal.
? Attention to detail and a commitment to accuracy.
? Ability to work independently and as part of a team.
? Proactive approach to problem-solving and process improvement.
? Critical thinker ? Shows initiative ? Coachable ? Growth mindset Independent Contractor Perks HMO Coverage for eligible locations Permanent work from home Immediate hiring Steady freelance job ZR_14809_JOB
