Office Manager

JOB PURPOSE

• Support and assist with document management related procedures in TaxLeaf corporate office.
• Ensuring the timely and accurate management of any correspondence received or sent out.
• Log the entry or exit of all documents to the office. Ensure they are correctly captured, stored, tracked, retrieved, shared, filed, and destroyed.
• Provide clients with LeafCloud credentials and be able to give detailed instructions on use.
• Use Leafnet as primary tool to manage clients and related services offered by the Franchises or Licensees.
• Manage Mailing Service and Virtual Service orders from Leafnet.
• Honor and follow the established procedures and policies for both the company, the franchisees, the licensees, and their clients.
• Help Maintain Folder Integrity within SharePoint and Leafnet.

SKILLS AND QUALIFICATIONS

• Bachelor’s degree or equivalent.
• One year of experience in Document Management and client portal accessibility, or a related field.
• One year of experience in Data Entry, Estates regulations, and Business Incorporation Services or a related field.
• High level knowledge in computer and databases.
• Bilingual (Spanish) desired.
• Must be analytical, resourceful, and detail oriented.
• Excellent organizational and analytical skills, time management, multitasking skills, and priority criteria.
• Be pro-active and self-driven to fulfill all job responsibilities without close supervision.
• Customer Service orientation.
• Ability to multitask and perform duties outside of the scope of work when necessary.
• Proficient in Microsoft Office.

RESPONSIBILITIES AND SPECIFIC DUTIES

• Establishes and implements policies and procedures regarding document storage, sharing, transmission, and destruction.
• Evaluates existing document management systems and procedures to determine current effectiveness and efficiency; identifies and recommends improvements.
• Consults with end users to identify problems in accessing electronic content.
• Ensures security of system and integrity of master documents by implementing document and system access rights and revision controls.
• Ensures company complies with applicable laws and regulations regarding data security and document management.
• Communicates and consults with other staff when assessing, acquiring, or deploying new electronic document management systems to ensure smooth transition and minimal disruption.
• Ensure that any checks that arrive are given to the appropriate party with urgency as well as any other protocols that may exist for this item.
• Ensure that any legal documents that arrive are scanned and delivered to the appropriate party as well as any other protocols that may exist for this item.
• Maintains current knowledge of best practices and developments in document management technologies and techniques through participation in professional organizations or conferences, attendance at meetings or workshops, participation in educational programs, and discussions with colleagues.
• Be willing and able to manage additional people within the same department.
• Ensure Client Portal is working correctly, communicate with customers via email or phone calls, send client credentials for access, and follow up on customer responses.
• Ensure customer accounts are up to date.
• Maintain active communication with the sales department of any of our entities, franchisees, or licensees.
• Following up with the sales department of any of our entities, franchisees, or licensees with respect to inconsistencies or discrepancies with the service.
• Monitor customer accounts, identify customers with special situations and prevent possible non-payment.
• Prepare and send a weekly report to the CEO of TaxLeaf and Contador America companies detailing services sold or cancelled, client portal accounts and accessibility, input, and output of records to our offices.
• Provide constant feedback to the accountants and sales team, ensuring internal communication for a more efficient process.
• Maintain the confidentiality of company and client information in accordance with established policies.
• Perform other duties and special projects as assigned by the department head.

WORKDAY:

Monday to Friday
9:00 am - 5:00 pm

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Application Question(s):

• Have you worked in Tax/ Accounting companies before?

Experience:

• Document Management and client portal accessibility: 1 year (Required)

Language:

• Spanish (Required)

Location:

• North Miami, FL 33161 (Required)

Ability to Commute:

• North Miami, FL 33161 (Required)

Work Location: In person

Salary : $18