Office Coordinator

US-VA-Reston
Job ID
2017-1985
Category
Administrative

Overview

Go Beyond the Ordinary. Join Wipfli LLP.

We are excited that you made the decision to consider joining Wipfli LLP. In doing so, you’ve decided to go beyond the ordinary public accounting and consulting firm. We hope that you find, in Wipfli LLP, the firm where you will meet all of your goals and aspirations in life and work. Guided by our mission statement, “To contribute to the success of our associates and clients”, we will contribute to your development of technical and soft skills, so you can ensure our clients are successful.

Since 1930, we have grown to be a thriving national firm, with a local presence, and subject matter experts of a large firm. We will help our associates and clients -- and perhaps you -- thrive. All along, the Wipfli Way has guided us in making our associates and clients successful, and creating a culture that values relationships. As we begin our relationship with you, we look forward to learning how we can help turn your ideas into realities, and how you will turn the challenges of our clients into opportunities for their success. To further explore more about The Wipfli Way and all we have to offer, please go to our website www.wipfli.com to learn more.

 

The Office Coordinator coordinates the work efforts of other administrative staff and ensures the office functions efficiently and effectively. Is responsible for the efficient day-to-day operation of the offices’ administrative functions and assists in supervising the office administrative staff. Incumbent provides general administrative and clerical assistance to various departments.

Coordinates the work efforts of other administrative staff and ensures the office functions efficiently and effectively. Is responsible for the efficient day-to-day operation of the offices’ administrative functions and assists in supervising the office administrative staff. Incumbent provides general administrative and clerical assistance to various departments.

Responsibilities

  • Oversee the coordination of the administrative work flow of the office to ensure deadlines and standards are met.
  • Assure that administrative resources are in balance with workload, while maintaining a positive, collaborative work environment.
  • Ensure that the phones are answered and clients are greeted in a friendly, professional manner projecting a positive image of the firm.
  • General clerical functions such as filing, open, sort and distribute mail and maintain inventory of and order supplies.
  • Type general correspondence, reports, memos, billings, assemble and code invoices, W-2’s, 1099’s, payroll reports, general ledger data entry, etc. using word processing software or other software as needed according to standard formats or as directed. Ensures all final documents are properly formatted and proofread for grammar, accuracy, appearance and spelling prior to release.
  • Oversee the standardization of office procedures (filing, mailing, etc.). Recommend system revisions and implement new procedures as necessary.
  • Assist in selection, orientation and training for administrative employees. Assist in developing position descriptions for administrative staff.
  • Communicate firm policies and administrate policies consistently within the administrative department. Identify performance issues, provide guidance and take timely action. Work with leadership and/or human capital to implement disciplinary action when necessary. 
  • Provide information and assistance as needed or requested to various partners or departments regarding processing of company documents, reports, tax returns, etc.
  • Other duties as may be necessary to fulfill the responsibilities of the position.
  • Analyze space utilization and recommend revision as needed for the office.
  • Keep common areas of office clean and neat (general pickup) between cleanings from cleaning service.
  • Types, proofs, assembles proposals and any necessary tracking of proposals.
  • Oversee office security and safety. This may include troubleshooting, maintaining, and updating the key card software; monitoring security cameras and ensuring appropriate safety and evacuation plans are in place.
  • Arrange for regular office equipment maintenance.
  • Oversee the inventory of supplies including approval of supply purchases. Ensure adequate inventories of all internal forms, tax forms, and other supplies are kept
  • Coordinate office meetings and social events such as leadership meetings, associate parties, opportunity season related events, Administrative Professionals Day activities, retirement parties, and firmwide activities.
  • Coordinate office orientation and on-boarding documents
  • Point of contact for coordination of firm administration management (Human Capital, Finance, Internal IT, Business Development and Marketing).
  • Managing office accounts such as, corporate credit card, Sam’s Club membership, grocery store accounts, hotel contracts, etc.

Qualifications

 

Minimum Education Requirements

Requires a High School Diploma or an equivalent combination of education and experience

An Associate Degree in Administrative Support is preferred

 

Certification and Licensing

Requires a valid driver’s license

 

Previous Experience

Requires three to five years of job related experience with a high school education, or less than three years of job related experience with an Associate Degree

 

Specific experience required

Requires intermediate proficiency in Microsoft Outlook and Word, and a basic knowledge of Excel and PowerPoint

Experience with a multi-line telephone system and a variety of office machines

 

Experience preferred but not required

Experience in a professional services work environment

 

Abilities:

Ability to plan, prioritize, and organize work effectively

Ability to balance many projects simultaneously

Ability to work under pressure and time deadlines

Ability to work with a diverse group of clients and associates while maintaining a positive attitude towards work, the team and the firm

Ability to present a professional appearance and demeanor

Ability to effectively operate a variety of office machines, to include a PC, telephone, copier, fax, etc.

Ability to develop, coordinate and implement activities within an approved budget.

Ability to build and foster collaboration amongst team members.

 

Communication

Clear, concise verbal and written communication skills and accurate grammar usage

 

Technology

Intermediate proficiency in Microsoft Outlook and Word, and a basic knowledge of Excel and PowerPoint

 

Work Relationship and Scope:

 

Position will report to the MIC or PIC for priority setting/direction and day-to-day activities and support

Works closely with clients and all firm associates to complete responsibilities

 

Women, minorities, veterans and individuals with disabilities are encouraged to apply.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

 

Our recruiting team will guide you through our evaluation and interviewing process. We will communicate an update on your status as soon as possible.

 

The recruiting team member guiding you through this process is Amy Motyka, and you can find her on LinkedIn hereShe is based in our Chicago, IL office and looks forward to guiding you through this process.

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