Administrative Assistant, Client Services Team
GoTeam Manila Full-time
Summary:
AccountingDepartment.com’s Administrative Assistant is responsible for ensuring the coordination of the Client Services Team’s operations, procedures and resources to facilitate organizational effectiveness. This support role works with the Controller team within the organization to ensure efficient workflow within the group.The position requires the ability to communicate professionally and clearly with all internal and external clients. The Administrative Assistant will partner directly with a second Client Service’s Administrative Assistant, as well as Administrative Assistants in other departments.
The Administrative Assistant must be comfortable working with different personality types and ability to take directions from multiple managers. Excellent organizational, time/project management and attention to detail skills are essential in this position.
The ideal candidate will have a passion for helping others, juggling multiple priorities simultaneously within a fast-paced environment, is extremely organized and is technology savvy.
ESSENTIAL DUTIES AND RESPONSIBILITIES- Manage and update core data related to staffing assignments, budget adjustments, client records, and key performance indicators (KPIs).
- Assist in monitoring the admin distribution list and Zoom room activity, escalating requests or issues as needed.
- Assist in providing user access across third-party applications, Timerewards job assignments, and QuickBooks Online client accounts on a daily basis
- Send contact cards to clients as requested upon turnover.
- Coordinate with the Client Services Director and Assistant Directors to schedule client review calls and internal team meetings.
- Manage meeting agendas for the Controller Team and Client Services Director to ensure alignment and productivity.
- Assist in critical audit processes to uphold bank control standards and ensure comprehensive documentation of client interactions.
- Identify opportunities for internal documentation and training development to enhance team efficiency and knowledge sharing.
- Collaborate cross-functionally with team members and departments to support broader operational goals.
- Provide general administrative support, including special projects and ad-hoc assignments as directed.
- Assist in keeping Controllers informed of key updates, reminders for due dates, and escalate significant issues promptly.
- Continuously seek opportunities to streamline and improve existing processes for greater efficiency.
ESSENTIAL SKILLS AND EXPERIENCE:
The ideal Administrative Assistant, Client Services Team will have 2 years’ minimum experience in an administrative role.
In addition:
- Grit: Motivated self-starter with a positive, can-do attitude. Demonstrates GRIT in overcoming obstacles and accomplishing tasks.
- G: Expresses Gratitude and appreciation for the contributions of team members, fostering a positive and collaborative work environment
- R: Demonstrates Resilience, flexibility, and determination while autonomously managing high-priority tasks and projects in an ever-evolving, dynamic work environment
- I: Unquestionable commitment to upholding the highest standards of Integrity, ethical behavior, and transparency in all business practices
- T: Proven ability to contribute effectively to organizational and team objectives through strong Teamwork skills
- Excellent verbal and written communication are essential
- Self-motivation and independent thinking. Is resourceful and proactive, with the ability to analyze and monitor internal processes for operational efficiency.
- Highly proficient in Microsoft Office including Excel and Outlook. Must have strong experience with XLOOKUP, VLOOKUP & Pivot Tables as well as Power Queries.
- Proven ability to multi-task, while adhering to deadlines and prioritizes accordingly.
- Ability to maintain confidentiality
- Ability to work independently in a virtual environment
- Comfortable interacting on webcam
- Demonstrates confidence in sharing ideas and perspectives to contribute to team discussions and decision-making.
- Takes ownership of personal growth by actively seeking out training, resources, and feedback to enhance performance and contribute to team success.
- Keen attention to detail and high level of accuracy
- Strong customer service skills with both internal and external customers
- Ability to work in a fast paced, ever changing environment
MINIMUM EDUCATION & TRAINING REQUIRED:
- High school diploma
- Previous experience in a CPA firm, or related field is preferable, but not required
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