RKL Esolutions Exton , PA 19341
Posted 2 weeks ago
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
RKL Esolutions