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Office Administration - Office Manager
Macias Gini & O'Connell LLP
Walnut Creek, CA, United States
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Overview
Summary:
MGO's Walnut Creek office is looking for a professional, organized and team-oriented Office Manager to join the team! This Office Manager position performs day-to-day Office Manager functions, along with directly supporting office staff, partners and executives of our Assurance, Client Accounting Services and Tax service lines. This Office Manager would be supervising a one or more person team of administrative professionals as well.
Core Responsibilities:
• Leading Managing and Holding People Accountable (LMA)
• Office data (records) management
• Implements office process and workflow improvement programs
• Office user support service
• Travel/logistics services
Essential Functions:
• Completes monthly billing functions, coordinate with billing managers and headquarters
• Supervising local Administrative team
• Processes travel requests, including booking and revising flight reservations, hotel reservations and car rentals
• Coordinate and help with budget planning and operate within the approved budget
• Execute project plans including objectives, priorities, team, timelines and deliverables
• Prepares reports and proposals, which includes drafting, editing, formatting, desktop publishing, and coordination with office management team for production
• Participate in national and regional projects and supervise small teams within a department
• Coordinates calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes
• Composes, types, and distributes professional correspondence and memoranda, E-mails and faxes, using individual initiative and as assigned
• Orders and maintains supplies; coordinates equipment maintenance
• Assists in development and implementation of department systems and procedures as needed.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
• Distributes daily internal/external mail and overnight packages; sends and distributes faxes
Minimum Qualifications:
• Associate's degree (AA) or equivalent, five years of related experience, 2 years of management experience or equivalent combination of education and experience.
• Excellent verbal and written communication skills.
• Advanced skill set with Microsoft Office (Outlook, Word, Excel, Powerpoint, ect.) and Microsoft Dynamics or similar certified records management system
• Experience with InDesign or similar desktop publishing application
• Experience with Adobe Acrobat systems.
• Commitment to excellence and high standards (i.e., acute attention to detail).
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgment with the ability to make timely and sound decisions.
• Ability to work independently and as a member of various teams and committees.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Stronger leadership skills and ability to train incoming admin team members
• Demonstrated ability to plan and organize projects.
• Prior experience in a professional environment preferred.
• CPA firm experience highly preferred but not mandatory.
• Meets deadlines and if running into issues with time or symatics, able to communicate with management in regards too.
Success Factors:
• Ability to perform several tasks concurrently with ease and professionalism.
• Ability to communicate clearly and concisely, verbally and in writing, in English.
• In addition to communication clearly, must be able to communicate with their team and others in a highly professional manner
• Must be able to keep client matters strictly confidential.
• Must have excellent interpersonal skills and customer service skills.
• Ability to adapt to change within a fast paced environment with ease and professionalism a major plus
• Ability to work within diverse teams a huge plus
• Must be able to delegate tasks concurrently and professionally
Description:
Founded in 1987, MGO (Macias Gini & O’Connell LLP) is one of the fastest growing professional services firms in the country with a staff of over 300 in offices in Los Angeles, Sacramento, Walnut Creek, Century City, Newport Beach, Beverly Hills, Woodland Hills, San Diego, San Francisco, San Jose, New York City, Miami and New Delhi. The firm offers a diverse array of assurance, tax, consulting, staffing, outsourcing and advisory services to clients that range from aerospace and engineering firms, to hospitals and nonprofit foundations – from the largest government entities in the country, to the biggest celebrities in Hollywood.
MGO is ranked as one of the top CPA firms in the nation by Accounting Today and Inside Public Accounting. And the firm was awarded the ‘Best of Accounting’ designation in Client Satisfaction by the independent research firm, Inavero.
In addition to advancement opportunities, we offer benefit packages that may include: Medical, Dental, Vision, Life, Short and Long Term Disability, Flexible Spending Accounts, Parking/Transit Accounts, Paid Time Off, Paid Holidays, and 401(k) with a company match. To find out more about MGO, visit our website at www.mgocpa.com.