Operations Assistant

Hybrid (Naples, Florida)

Company Overview

At Plumb, we focus on the numbers so our clients can focus on growing their business- helping them save time and gain clarity while remaining in control.

Plumb has two main sides to our business, Corporate Accounting (https://www.thinkplumb.com/), and Family Office Accounting/Bill Pay services (https://www.plumbbillpay.com/). We have been in business since 1996 and have 80 employees, providing premier outsourced corporate accounting services to companies in the professional services realm nationwide.

Our 13 Principles (https://www.thinkplumb.com/about/) are at the core of who we are and continuously strive to be. Who we are (as individuals and members of the Plumb community) is consistently reflected in what we do. If you embrace a similar mindset, we encourage you to read on.

Job Description – Essential Functions/Core

At Plumb, our Operations Assistant is a detail-oriented, proactive , customer-service professional who thrives on providing support to our clients and team members. Our Operations Assistant is an incredible communicator and has an affinity for numbers and deadlines : they make sure the details never fall through the cracks and enjoy interacting with both clients and team members alike. Whether on the phone or by email, our Operations Assistant conveys information in a way that makes others feel heard and understood, every time. Below is a general look at the responsibilities of the role:

• Team Mentality – Embrace a Plumb mindset in completing assigned tasks, understanding the team’s priorities, and contributing to the completion of set goals and deadlines.
  • Prioritize workload, keeping utilization metrics consistent with set goals.
  • Set SMART goals for individual needs to ensure professional growth and success within our Plumb community. Be proactive and responsive to workload.
  • Develop and foster positive, respectful relationships with clients, advisors, and team members. Be consistent and thorough in delivery and task completion.
  • Demonstrates a willingness to learn new methods, procedures, and techniques.

• Continuously work on operational efficiencies in delivering our products and services.
• Deliver consistent professional customer service through various channels of communication.
• Process improvement; assist with the development, implementation and audit of operational policies and procedures.
• Manage software implementation projects.
• Manage CRM system, including marketing initiatives.
• Maintain task management system and daily inputs.
• Manage client outreach projects – Accounts Receivable, client feedback, etc.

• Review/manage client tasks and ensure on time delivery.
• Connect sales pipeline with current staffing.
• Assist with resource planning.
• Assist in refining reports available.
• Streamline reporting from Intacct.

• Assist with onboarding procedures, which includes:
  • Electronic submission of contracts
  • Request setup for new client profiles
  • Task budgets

Job Description – Future/Bigger Picture

Operations Assistant is an expert at balancing their workload and tight deadlines. Our Operations Assistant will analyze challenges and devise out-of-the-box solutions. Some areas where this position can contribute are as follows:

Software Skills

The following software systems are used frequently, and extensive experience is preferred, but not required:

• Sage Intacct experience a plus
• HubSpot (or similar CRM) experience a plus

Skillsets and Recommended Requirements

We are looking for a candidate who can handle the task of providing excellent collaborative teamwork while also providing detailed, accurate reports and documents. Here are the primary skillsets and characteristics a successful candidate will possess:

• 4 to 5 years’ experience in operations or similar role.
• 1-year minimum experience in general finance and budgeting.
• Bachelor’s degree in business or similar field.
• Ability to build consensus and relationships among managers, partners, and employees.
• Organized, with exceptional attention to detail and the ability to work in a fast-paced environment.
• Excellent communication skills (written and verbal) and presentation skills.
• Experience working remotely a plus.
• Must be willing to meet in office 1-2 times a week.
• Managerial or supervisory experience a plus.
• Intermediate to advanced computer skills working with various office equipment, computers and programs including databases, Word, Outlook, PowerPoint, and Excel.