Office Manager

The Office Manager is responsible for overseeing the daily operations and administrative needs for the office (including office supply/logistics). As such, they are regularly involved in property management, office presentation, maintenance, appointment scheduling and assisting clients and coworkers as it relates to RKL's service offerings.

Success Factors

Responsibilities

• Develop and maintain friendly relationship with clients and visitors, greeting them warmly upon arrival and assisting with coats, beverages and any other needs

• Answer phone calls in a professional and courteous manner and transfer to intended recipient or voicemail

• Ensure completion of paperwork, sign-in and security procedures

• Route incoming faxes to appropriate personnel in a timely manner

• Ensure neat and professional appearance in the reception area

• Call clients to arrange pick-ups or schedule appointments, maintain client pick-up drawer and follow up on necessary items

• Perform clerical work such as typing, filing and mail distribution while using applicable software programs

• Communicate business services to clients on the phone and in person and direct to the appropriate service line

• Coordinate travel arrangements and coordinate business lunches as needed

• Maintain high level of organization and meet deadlines/prioritize work appropriately

• Administrative support to service lines as needed (including time and billing, e-file forms, scanning, confirmation and engagement letters and notary services as needed)

• Review, format and finalize invoices

• Register, coordinate and track networking events for the team (including sponsorship, marketing, and business development initiatives as needed)

• Coordinate with IT department on any technical office needs or issues

• Handle multiple tasks or calls at one time

• Respond to client and coworker requests in a timely manner

• Demonstrate awareness and adherence to firm policies and procedures

• Assist with booking and tidying conference rooms prior to scheduled meetings and avoid scheduling conflicts

• Assist in organizing firm events targeted for clients and/or employees, including food orders, gifts etc.

• Scheduling of shredding services and other office supply and logistics duties

• Other duties as assigned

People Management/Relationships

• Take initiative to be a team player (seek out opportunities to help others)

• Treat everyone with respect

• Develop loyalty and trust with team

• Successfully adapt to different personalities and working styles

• Proactively and effectively communicate information regarding status issues to team members

• Hold self accountable for assigned work; seek continuous feedback to learn and develop in role; open to new ideas and suggestions

Required Skills

• Excellent organization skills and strong attention to detail

• Multitasker with the ability to prioritize work accordingly

• Excellent verbal and written communication skills with strong client service focus and presentation

• Ability to work autonomously under the pressure of tight deadlines and multiple priorities

Education, Experience and Certifications

• Associate's degree in Accounting or related field

• 2+ years' experience in an administrative or office management function with heavy customer service exposure

• Tech-savvy with ability to resolve problems/find solutions by contacting subject matter experts

• Prior financial or professional services industry knowledge preferred

• Proficient knowledge of Microsoft Office suite (Excel, Outlook, Word)

• Excellent attention to detail with the ability to manage multiple projects

Essential Functions

• Must be able to remain in a stationary position as needed

• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery etc.

• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer

• Ability to communicate in a professional manner and exchange information with internal and external clients as needed

• Ability to lift/carry up to 20 pounds

• Ability to work outside of normal business hours and weekends as needed

• Ability to travel to other firm locations as needed, overnight travel may be required

• This job description is subject to change at any time and employee will be given additional responsibilities as assigned

Salary Range:

$20.00 - $30.00