Administrative Clerk - FL - On Site
Hollywood, FL
Position Summary
Tthe Administrative Clerk provides general administrative and housekeeping duties to enable the office to function smoothly.
Essential Duties and Responsibilities
- Preparing engagement letters to be sent out to clients
- Preparing labels for US Government Client and FedEx
- Occasionally dropping off packages to FedEx
- Preparing reports
- Copying and scanning
- Preparing internal and minor external correspondence
- Updating and transferring current client information to the word processing folder
- Assisting in the preparation of outgoing correspondence to clients
- Answering all incoming calls
- Logging all incoming/outgoing mail
- Preparing outgoing mail; occasionally take mail to the post office
- Distributing incoming mail and faxed documents to the appropriate staff
- Adding postage for outgoing mail and logging postage expenses
- Updating and monitoring the Equipment Log
- Restocking bathrooms and ensuring their tidiness
- Restocking all printers and copiers with paper and ink as needed
- Cleaning the refrigerators and ensuring the cleanliness of the kitchen
- Filing all documents in the library and for the partners
- Opening and closing the office daily
- Assist in maintaining office supply purchase lists
- Assist in making, rescheduling and confirming appointments
- Request governmental and non-profit contracts
- Ensure original engagement letters, confirmations and client representation letters are obtained and filed
- Update, maintain and distribute weekly staff whereabouts document to partners
- Collect timesheets and invoices, semi-monthly, and agree to time in billing system; distribute to partner
- Upkeep of office plants
- Weekly update of main conference room calendar
- Ensuring that the auditing and consulting staff is given the necessary tools including laptops, printers and calculators to do their jobs
- Ensuring that all IT related problems are eliminated as quickly as possible through our IT consultant
- Provide additional clerical assistance to all firm personnel
- Other duties as directed by partners and office administrator