Administrative Assistant

Job Description:

Administrative Assistant About Us

At Balanced Books, LLP, we are a fast-growing firm dedicated to providing exceptional bookkeeping services. Based in California’s Central Valley, we support small and medium-sized businesses locally and nationwide with accurate, timely, and insightful financial services. We believe in creating a professional yet enjoyable work environment, where people are our greatest asset. We invest in your development through ongoing training, mentorship, and leadership opportunities, empowering you to grow and advance in your career.

At Balanced Books, you’re not just an employee; you’re a valued part of our team. If you’re ready to make an impact and grow with a thriving company, we’d love to meet you.

As a proactive and detail-oriented Administrative Assistant at Balanced Books, LLP, you provide advanced support to our staff and clients. In this role, you identify and address the needs of management and clients, ensuring our bookkeeping office runs smoothly and efficiently. Your ability to meet deadlines, communicate effectively, and maintain a high level of client satisfaction contributes significantly to our company's success.

• Office Management:
  • Manage the front desk, handle multiple phone lines and greet clients warmly.
  • Handle incoming and outgoing mail and packages, including sorting, scanning and distributing.
  • Ensure reception and common areas are always maintained and tidy.
  • Troubleshoot office malfunctions and coordinate with service providers for timely resolution.
  • Assist the Office Manager with overall office maintenance, including correspondence with property manager.
  • Assist with scheduling meetings with clients and internal team members.
  • Coordinate meeting rooms, while ensuring that the necessary equipment is available, and the room is in good condition.
  • Send reminders and confirmations to meet attendees and reschedule meetings as necessary due to conflicts or changes.
  • Take minutes and notes at our weekly staff meeting and distribute to the team.
  • Assist in organizing company events and training sessions by coordinating catering, venue setup, and participant communications.
  • Act as a point of contact between staff and clients; respond promptly to correspondence and handle routine inquiries independently.
  • Manage office supply inventory, ordering, and organization.
  • Manage company accounts receivable (A/R), including monitoring outstanding invoices, following up on past-due balances, and coordinating internal and client communications to support timely collections.
  • Collect, organize, and maintain all company receipts, ensuring timely submission, accuracy, and proper documentation in accordance with firm policies.
  • Identify opportunities for improving administrative processes and workflows; assist with implementing approved changes to enhance efficiency and effectiveness.
  • Assist with onboarding new employees, including setting up workstations.
  • Supporting day-to-day administrative tasks that facilitate smooth office operations.
• Administrative Support:
  • Support staff with special projects, including collection efforts, W-9 phone calls, EFTPS password maintenance, and light bookkeeping tasks such as data entry, reconciling accounts, and organizing work papers under the guidance of senior staff.
  • Assist with managing company deadlines and ensure timely completion of tasks.
  • Correspond with all clients by sending financial reports, payroll reports, sales tax reports, as well as annual 1099 forms and business property tax returns.
  • Manage client information across multiple database platforms (QBO, Quick Books, Excel, Word, Keeper, Share File, Practice CS, etc.).
  • Organize and maintain both electronic and physical files.
  • Review documents for accuracy, grammar, and formatting.
  • Conduct company errands and travel to client offices, postal facilities, and other locations as necessary to complete assigned tasks.
• Communication and Client Relations:
  • Provide excellent customer service, addressing client inquiries promptly and professionally.
  • Communicate effectively with all levels of internal management, team members, clients, and vendors.
  • Assist with new client…