Firm Support Specialist

The Firm Support Specialist I role is responsible for providing assistance to employees and partners of Forvis Mazars by assisting in various administrative and operational tasks. This is a highly visible position that serves as the first point of contact for clients, visitors, and staff, ensuring a welcoming and efficient environment. The role is responsible for managing front desk operations, providing administrative support, and overseeing the upkeep and functionality of office facilities.

A positive attitude and the ability to work in a team environment as well as independently is a must.

The Firm Support Specialist I role is responsible for providing assistance to all employees and partners by assisting in various administrative and operational tasks. This is a highly detailed position that requires strong adherence to quality control standards.

• Provide support for Forvis Mazars Partners and Managing Directors to manage calendars, schedule meetings, travel logistics (booking flights, accommodations, and transportation) and handle correspondence.
• Oversee day-to-day office operations such as maintaining office supplies, equipment, and facilities.
• Handle all aspects of incoming and outgoing mail and packages.
• Maintain break rooms, kitchen, and social hub areas to ensure cleanliness and functionality, including servicing brewers, restocking beverage and snack stations, replenishing kitchen supplies, placing orders as needed, loading/unloading dishwasher, and perform additional related tasks as required.
• Handle incoming phone calls for multiple offices and related switchboard tasks with a lasting, positive impression of the Firm.
• Greet and assist visitors, clients, and employees in a positive, professional, and courteous manner.
• Perform all aspects of facility support.
• Ensure a clean, organized, and efficient office environment.
• Assist with planning and execution of local events, meetings, and/or. These local events will be those onsite and offsite.
• Serve as a central point of contact for internal and external inquiries and routing them to the appropriate individuals.
• Finalize documents in an electronic format such as PDF document or Word document and proper filing/organization of those documents.
• Prepare documentation for client delivery (print/bind/saving to external drive).
• Preparing and sending client invoices as requested.
• Entering supplier invoices to be processed for review and payment.
• Complete special projects as assigned.
• Assist with placing catering orders, set up and clean up.
• Liaise with IT to troubleshoot IT related hardware and software issues as requested (IT Liaison).
• Prepare and send documents for electronic signature.
• Maintain records and reconciliation of business expenses charged to the firm credit card.
• Work with new hire coach and guide to prepare for new hire Day 1 experience.

• Ability to interact with staff (at all levels) in a fast‑paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism.
• Must be able to maintain and protect confidential matters.
• Strong proofreading and editing skills.
• Attention to detail and strong organizational skills while working under deadlines.
• Prompt, reliable, and dependable.
• Pleasant and approachable demeanor with an ability to handle interruptions.
• Willingness to cross‑train and work as part of a team.
• Tech‑savvy and agile, with strong technical aptitude and high adaptability; comfortable and capable of quickly learning and mastering both new and existing technologies.
• Availability to work the following hours:
  Monday - Friday 8:00am-5:00pm EST, with opportunity for additional hours when needed.

• High school diploma or equivalent.
• Proficient in Microsoft Office Suite.

• Associate's Degree.
• 1+ year of related administrative experience.