Manager of Administrative Services

Position Summary

Our firm is actively seeking a Manager of Administrative Services to lead our administrative team. Reporting to each of the Partners, this position provides a high level of administration to support each department and works with the administrative team to effectively manage client engagements. The ideal candidate for this position will require a high degree of attention to detail and prioritization of work in a team setting.

Responsibilities

  • Review and Approve:
    • Monthly bills to group of companies;
    • Maintain the firm monthly deadline tracker and review of work prepared by the administrative team;
    • Review all engagement letters for quality and ensure all are sent no later than one month after year-end.
  • Facility Management
    • Coordinate and assist in arranging building repairs and maintenance;
    • Scheduling the cleaning company;
    • Responsible for oversight of overall office presentation/cleanliness and address messy workstations with staff;
    • Responsible for insurance renewals;
    • Responsible for equipment tracker;
    • Responsible for equipment and office supplies purchasing;
    • Responsible for new hire workstation/supplies set up;
    • Co-ordinate with Waldo on all I/T issues.
  • Reporting:
    • A/R:
      • Assign clients to administrative staff for weekly collection calls;
      • Participates in collections and tracks payments received;
      • Calculates the administrative team bonus monthly;
      • Send weekly A/R report to Partners.
    • Update Partners and staff regarding PD registration and status throughout the year;
    • Quality control testing of engagement letters and year-end packages using portal.
  • Other Duties:
    • Participates in admin performance assessments and evaluations;
    • Updating the admin guide – ensuring it is kept up to date at all times;
    • Quality Assurance Manual – ensuring it is updated annually and signed off by all staff annually;
    • Internal and external cyclical review – initiate, coordinate, follow through;
    • Responsible for Caseware and Ifirm user registration and setup.

Core Skill & Experience Requirements

  • 4-6 years previous experience as an Office Manager or in a similar executive level administrative position in an office setting;
  • Post-secondary education in Business Administration or other related field;
  • Intermediate knowledge of human resources practices and principles;
  • Experience performing basic bookkeeping, accounting, and payroll duties;
  • Proficient and knowledgeable in the use of Microsoft Office and other office technology;
  • Experience providing insight and composition of internal policies;
  • In-depth experience creating client engagement letters and drafting contact agreements;
  • Excellent attention to detail;
  • Proven problem-solving abilities, with ability to practice sound judgement;
  • Exceptional written and oral communication skills, with the ability to communicate clearly and professionally with both internal staff and external clients;
  • Exceptional interpersonal skills;
  • Proven ability to maintain a high degree of confidentiality;
  • Ability to adapt to and manage a constantly changing, dynamic workflow with proficiency and calm;
  • Exceptional organization skills with the ability to manage multiple tasks and deadlines with confidence;
  • Ability to work independently and be a strong team player.

If you are interested in this exciting opportunity, please email a copy of your resume to our Senior Human Resource Consultant Billy Stewart via email: bstewart@fhblack.com.

We thank all applicants in advance, however, only those individuals who best meet our qualifications will be contacted. All other resumes will be kept on file for future consideration.