Baker Newman Noyes LLC Portland , ME 04101
Posted 3 weeks ago
About Us
Baker Newman Noyes (BNN) is a top 100 tax, assurance, and advisory firm in the U.S. and holds a Best of Accounting recognition for superior client service. BNN was founded to create opportunity for our employees, clients, and communities. We provide expert accounting and advisory services across several industries. With offices in Maine, Massachusetts, and New Hampshire, BNN has a reputation for teamwork, collaboration, and client excellence throughout New England and beyond. BNNs culture champions career advancement, mentorship, community involvement, and exceptionally responsive client service.
About the Position
If you're looking for a rewarding opportunity in a professional atmosphere with immense positivity, incredible talent, and exciting potential, then Baker Newman Noyes is the place for you. The Office Administrative Assistant will work closely with the facilities team and other administrative professionals to support reception and facilities activities for the assigned office. This role will be accountable for ensuring that the surrounding building environment and services meet the needs of the people working within and visiting the office. A successful candidate must possess a focus on providing exemplary client service, an ability to build and maintain professional relationships, and a strong sense of teamwork.
Competencies and Position Requirements
Reception duties, including answering phones and transferring calls to the appropriate employees; as well as greeting and assisting employees and visitors
Primary point of contact for visitors and guests at the Portland office, including reserving conference rooms, assisting with video conferences, and other hospitality duties as required
Provide administrative support for client service professionals and other departments
Executes administrative requests with limited or no supervision
Provides exemplary customer service to all internal and external clients
Coordinate internal and external meetings and events. This includes preparing conference rooms for client and staff meetings, food ordering and set-up, facilitating off-site events and reservations, assisting with busy season wellness events and community events, and arranging additional event logistics as needed
Sign and accept packages, notify, and distribute mail to the appropriate employees. Facilitate outgoing mail and packages
Oversee office supply inventory, vendors, shredding, etc.
Stock and maintain kitchen items including coffee, paper products, dishwasher, etc.
Maintain pleasant appearance of the office, including reception area, available hoteling workspaces, lobby, kitchen, and conference rooms
Resolve Facilities Help Center ticket requests and submit office and building issues to the property management maintenance portal in a timely manner
Oversee Condeco (hoteling) floorplan and workspace availability, assisting visiting and local employees with hoteling needs
Coordinate technology assets, e.g. stocking paper, filling copy machines and printers, ordering toner, and submitting HelpDesk tickets to the IT department
Prepare and modify client deliverables and documents including correspondence, reports, memos, letters, and emails
Scan and process electronic documents into internal systems in a timely manner
Additional clerical duties, as assigned, which may include assisting client service and operations professionals
Education and Experience
High School Diploma required; post-secondary education preferred
Experience working in a professional office environment required
Experience with Microsoft Office programs such as Teams, SharePoint, Word, Outlook, PowerPoint, and Excel
Maintains a positive attitude and demonstrates good judgement
Attention to detail and intuitiveness orientated
Ability to maintain confidentiality
Ability to be dependable, punctual, and have a consistent work schedule
Ability to move equipment up to 50lbs occasionally
Ability to perform physical work which may require remaining in a stationary position or moving through areas for periods of time
Work Environment
Small amount of regional travel required
On-Site work Monday Friday from 8:00am 5:00pm
Overtime, as needed
Supportive and collaborative culture
BNN strongly believes in maintaining a healthy balance between work and personal life. We support this through a variety of benefits, including:
20 days paid time off, 5 sick days, 11 paid holidays
6-week paid parental leave
Health, Dental, Pet, Vision, Disability and Life Insurances
401(k) Plan with company match
Profit Sharing Plan
Business-casual office environment
Baker Newman Noyes is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity and expression, national origin, age, disability, genetic information, veteran status, marital status, or any other protected characteristic under applicable law.
Baker Newman Noyes LLC