Office Administrator - The Perillo Group

We are offering an extraordinary opportunity for an enthusiastic and motivated individual to join our team as an Office Administrator for our Princeton, New Jersey office. Basic Function: The Office Administrator is responsible for a variety of administrative support tasks, including answering phones, receiving visitors, preparing meeting and training rooms, sorting and distributing mail, and making travel plans. Job Description 1. Answer and direct phone calls in a polite and friendly manner 2. Welcome visitors in a warm and friendly manner, and answer any questions visitors have 3. Maintain reception, storage, and all common areas in a clean and tidy manner at all times 4. Operate standard office equipment on a regular basis, including a fax machine, a copy machine, and a computer 5. Keep detailed and accurate records of visitor requests and of calls received 6. Receive deliveries; sort, scan, and distribute incoming mail 7. Take inventory of all office supplies and restock as needed 8. Maintain the general office filing system General Expectations: 1. Attention to details 2. Knowledge of the key contact and where to direct inquiries 3. Be professional with guests and colleagues 4. Provide Quality Customer Service 5. Be responsive to incoming inquiries from colleagues and management 6. Understand and be compliant with the Firm’s policies and procedures 7. Deliver all work to a high-quality standard 8. Be able to multitask and prioritize Administrative and Marketing Responsibilities 1. Record time daily (or no later than 10:00 am the following morning) 2. Submit expense reimbursement forms in a timely manner 3. Identify opportunities to provide extended services to existing clients and discuss with engagement partner and account manager (if applicable) 4. Arrange office events 5. Set up Zoom/Teams meetings 6. Work with external vendors regarding office issues 7. Assist with staff onboarding and training of new employees 8. Scan various types of client documents (e.g. bank statements, investment statements, deposit slips, bills, etc.) 9. Run billing reports and prepare invoices 10. Contact clients regarding documents and unpaid invoices 11. Assist with various internal projects Responsibilities of our NJ Office Administrator: • Arrange Skype meetings, conference calls, car service and travel arrangements for Partners & Principals • Handle administrative matters including managing partners’ calendars and correspondence • Create NJ Schedule providing availability for all Partner’s & Principals in NJ Office • Answer, screen and route incoming phone calls, responding independently and providing as much client service as possible when requested • Arrange CPE training webinars for the NJ office • Schedule & arrange catered meetings/company lunches, volunteer events or NY outing events for the NJ Office • Arrange all conference rooms with proper AV equipment for video conferences • Proactively schedule and confirm meetings with clients and prospects • Maintain and release confidential documents to clients, lawyers and prospects • Organize and maintain various records in spreadsheets/databases or filing systems • Develop, enhance, and maintain relationships with potential clients or vendors • Manage office supply inventory, responsible for NJ Office purchasing and petty cash • Proofread and edit company documents for grammar and context errors, including drafting proposals, engagement and non-disclosure agreements • Collating Tax Returns • Mail-merge for Partners & Principals • Manage and track tax return processing • Use US Mail, FedEx, and other services to send and track priority mail and packages • Scanning, filing and bookmarking Tax Work papers in the CCH database • Provide assistance with Billing reports, process invoices, reconcile accounts, WIP and AR aging reports • Handle technical issues for NJ Office through outside vendor support