Admin Assistant

ROLES AND RESPONSIBILITIES
Assist the technical team of accountants and bookkeepers with administrative task related to clients
Pull client-related quarterly payroll reports from Gusto
New Client Onboarding
Add new clients to Share Point and Karbon
Send new client welcome cards and gifts
Send new client welcome emails
Create agenda and attend new client onboarding meetings
Create & manage work items in Karbon for onboarding
Manage preparation for CFO client meetings
Create agendas
Ensure notes are updated and ready for Client Manager
Attend meetings, take notes and pass along to production team
Manage client monthly document collection and follow up on requests from clients
Work in conjunction with Practice Manager to improve our utilization of Karbon
Check to ensure CFO meetings are scheduled for clients and work to schedule them if not
Manage rescheduling if needed
Handle firm bookkeeping and payroll
Prepare firm budget worksheets
Pull monthly financial metrics for Practice Manager and dashboards
Update the client fee list
Update client assignments to production teams
Prepare and edit correspondence, communications, presentations, and other documents
Assist with the planning and execution of company meetings
Conduct research and compile data for special projects and reports
Monitor and respond to general inquiries and emails to the firm
Maintain and organize electronic and physical files and records
Assist in the development and implementation of administrative systems and procedures
Serve as backup for CEO’s Executive Assistant
Training and helping other team members both in the U.S. and Philippines.

SOFT SKILLS:
Strong verbal and written communication skills
High attention to detail for accurate task completion.
Excellent time management skills for prioritizing tasks and meeting deadlines.
Ability to manage multiple tasks and maintain an organized workflow.
Proactive in identifying issues and implementing effective solutions.
Focused on providing excellent service and support to clients.
Flexible and adaptable to changing priorities and tasks.
Ability to handle sensitive information with discretion and integrity.
Self-motivated and able to work independently, taking initiative to complete tasks without direct supervision.

TECHNICAL REQUIREMENTS:
Experience in using Gusto for payroll management, including pulling reports.
Familiarity with SharePoint or similar document management systems.
Proficiency in using email systems for client communications.
Experience with scheduling tools to manage client and internal meetings.
Knowledge of client onboarding tools and processes.
Ability to manage and collect documents and follow up on client requests.
Experience with Karbon or similar practice management software.
Proficiency in bookkeeping software (e.g., QuickBooks).
Ability to use Microsoft Office Applications (e.g., Excel, Word,Teams, Outlook and OneDrive)
Experience in managing payroll tasks for the firm.
Solid understanding of accounting principles and bookkeeping practices.
Bachelor’s degree in accountancy or a related field.
Must be willing to work according to US Mountain Time.