Administrative Office Manager

Job Description

• Proactively identify problems, process insufficiencies, and/or other inefficiencies; provides solutions; and initiates appropriate execution within their role.
• Provides high‑level administrative assistance to executive level staff.
• Responsible for direct supervision of AS team members.
• Coordinates, facilitates, and makes recommendations for the hiring and terminating of AS associates.
• Ensures workload is balanced; assigns work as needed and backup is provided as appropriate.
• Facilitates resolution of conflicts between associates.
• Ensures associates are cross‑trained in the administrative and technical functions of other practice areas.
• Assists and supports associates on the development and success of Grow Plans.
• Schedules team members and projects to meet client needs.
• Coaches and evaluates professional support associates.
• Ensures all office associates are fully trained in office procedures and practices.
• Conducts or arranges training for all office associates in software and technology.
• Develops and monitors budgets and results.
• Demonstrates positive interactions with all associates and works within a team environment.
• Supports Firm‑wide best practices and offers process improvement solutions to leaders.
• Oversees and coordinates new associate on‑boarding, orientation, and termination.
• May assist with the coordination and execution of associate engagement events.
• Serves as main contact with RCS on general firm matters.
• Ensures that all Rehmann associates are kept aware of firm news as well as changes in policies and procedures.
• Reviews expenses and invoices for accuracy and submits for payment.
• Serves as a contact on human resources matters.
• Coordinates functions that are critical to the firm.
• Oversees and coordinates meetings and training programs.
• Provides for the physical needs of the office facilities.
• Manages relationships between office and building service providers; negotiates contracts and ensures services are provided as required.
• Ensures facilities comply with federal, state and local requirements.
• Complies with provided safety and security guidelines for associates and firm property.
• Researches and qualifies vendors for office equipment and services, consistent with firm policies; provides recommendations or executes decisions within firm guidelines.
• Oversees maintenance of proper inventory of office supplies and resources within budget, including cost comparison, office equipment, and other office maintenance responsibilities.
• Supports facility redesign and/or office move.
• Ensures that office appearance is maintained at a firm‑wide professional standard.
• Manages and provides high‑level support to an office/department.
• Responsible for responsibilities of or back up to the professional support staff as needed to ensure smooth running of the office, including clerical, receptionist, etc.
• Arranges meetings; ensures all participants are contacted and confirmed, meeting rooms and technology are set up, and any additional preparation is provided.
• Established as a subject‑matter expert in key office applications and specialized roles.
• Supports the client billing process, including drafting, approving, printing and sending via electronic or mail.
• Independently prepares and/or reviews documents, including correspondence, presentations, proposals, exhibits and reports.
• Conducts research, gathers and analyzes data.
• Maintains and manages client files, ensures all documents are properly scanned and filed, and that client information is accurate and available as needed.
• Maintains client confidentiality by protecting all client information in accordance with professional and legal standards.
• Contacts clients as needed to gather or transmit information; may work with clients to provide administrative and technical support.
• Able to prioritize work and manage time for others; uses unassigned time on a broad range of office initiatives.
• Demonstrates high‑level professional image, maturity, self‑confidence, and positive attitudes.
• Provides leadership within the team.
• Coaches and mentors associates.
• Demonstrates and fosters positive interactions with other associates at all levels and positions and works within a team…