Assistant Administrative Services Coordinator

ESSENTIAL DUTIES AND RESPONSIBILITIES  

• Perform administrative duties such as type memos, correspondence, reports and other documents, general department information handouts for employees and primary contact regarding departmental changes such as new employees, office moves, etc.
• Answer phones, take and deliver messages via email or transfer calls to voice mail when unassigned personnel are unavailable.
• Maintain files of both routine and confidential information and document for the GL accounts, tax accounts and A/P department. This includes filing, creation of files and boxing for offsite storage.
• Provide computer and telephone support within the department. Coordinate requests for equipment, problems, and evaluate any potential needs for the office.
• Perform supervisor duties for A/P in regards to specific companies such as: vendor setup; approve A/P invoices; evaluate and resolve A/P problems; provide backup key entry; request sell funds, wires, and EFTs
• Prep, process and distribute family and board meeting books as needed.
• Onesource Workflow coordinator for the department. Primary scanning responsibilities for the tax department and backup for G/L accountants.  Maintain email/fax/import server located in Corporate Accounting.
• Administrator for Investran DX portal that provides partnership tax return information to K-1 shareholders.
• Process coordinator for the tax department which includes over 1200 returns annually. Duties include:  make copies; review returns for appropriate pages; quality of pages; determine necessary attachments; scan returns to Onesoure Workflow and Investran DX via scanner or PDF files; and file returns.  Maintain due date program and responsible for final clearing of each due date.  Maintain and update tax preparation software on tax server.
• Provide backup support for the following: answer telephones, provide information, route calls or take messages; greet visitors, ascertain nature of business and direct visitors; open, sort and distribute incoming mail; maintain departmental supplies; make copier and fax maintenance repair requests; make travel arrangements; coordinate meetings; run errands, etc.
• Provide overall assistance to any family member, personnel assistant or household employee. Investigate and resolve any matters requested.
• Prepare and file annual franchise and business reports.
• Prepare and file any required 1099s.
• Perform other tasks as assigned by management.

EDUCATION AND/OR EXPERIENCE                                             

• Associate's degree or equivalent
• 6-12 months of related experience and/or training
• Equivalent combination of education and experience

REQUIRED TESTING

• Microsoft Word
• Microsoft Excel